Executive Assistant

Executive Assistant - Executive * Days - 40hrs/wk

Shift: Days

General Summary:

Under minimal supervision, the Executive Assistant is a highly skilled and highly visible individual who provides administrative and operational support services for the Medical Group Leadership at UMH-West and will partner with team members to support Regional Leadership when on site to ensure the smooth operation of the Medical Group administrative offices. . The executive assistant provides complex executive support, provides detailed reports and handles highly sensitive and confidential information.

Knowledge, Skills and Abilities:

• Five (5) years of experience providing director / executive level professional administrative support required.
• Proficient in Microsoft Word, Excel, Access, PowerPoint, Visio with desktop publishing a plus.
• Demonstrated written, verbal and interpersonal communication skills.
• Able to work effectively and efficiently under tight deadlines, high volumes and managing multiple projects and schedules.
• Able to work independently with little supervision and demonstrated ability to work effectively as a team member.
• Advanced degree of independent judgment and interpersonal skills.
• Able to deal with very sensitive issues in a tactful, positive and confidential manner.
• Must possess administrative and professional office skills including word processing, presentation development, and analytical ability. Excellent communication skills, both oral and written are required. Must be able to make effective decisions and judgments; able to work independently and take initiative with little direction or supervision; and is flexible and able to adjust to changing priorities. Detail oriented and well organized; and demonstrates high degree of confidentiality and tact.

Essential Functions and Responsibilities:

1. Provides executive administrative support for Administrative and Physician Leadership of the Local Medical Group Leadership.
2. Partner with Administrative support team of the Regional Medical Group to support Executive Leadership when on site at UMH-West.
3. Answers, responds and resolves telephone calls for assigned Leaders and refers calls to appropriate individuals in the organization when necessary.
4. Generates professional level correspondence from Leaders and/or self to physicians, board members, and executives from other institutions, businesses, and government.
5. In conjunction with Medical Group Leadership, prepares agendas and agenda materials for meetings, arranges meeting set-up, distributes notices, catering requests, and coordinates the RSVP process. Attends all required meetings in order to record, prepare and distributes the meeting minutes.
6. Arranges travel itineraries and reservations, seminar and conference registrations. Prepares expense reports and tracks and verifies monthly hospital credit card statement expenses.
7. Maintains awareness with high degree of confidentiality on hospital and corporate issues.
8. Gathers and prepares data and completes special reports and surveys as required by various agencies with which the hospital is affiliated. Maintains established legal documents, policies, procedures and plans.
9. Manages the day-to-day office functions including: ordering supplies, reviewing and prioritizing in and outgoing mail, processing and tracking invoices and purchase orders, and maintaining files and administrative records.
10. Prepares packets, presentation materials and power point slides for various board/committee meetings and special projects.
11. Performs other duties as assigned. These may include but are not limited to: Maintaining a current knowledge base of department processes and procedures for patient care, pursuing self-directed learning and continuing education opportunities, and participating on committees, task forces, and work groups as determined by management.

Requisition #: req10431