Executive Support Assistant

PRIMARY PURPOSE

The Administrative Assistant provides administrative and secretarial support to Executive Leadership and supports the work efforts of the Executive Assistant.

ESSENTIAL FUNCTIONS

• Assist the Chief Medical Officer (CMO) to manage their administrative schedule; and arrange meetings internally and externally as directed.
• Schedule provider and site meetings for clinical and other leaders as requested.
• Develop and manage materials for regularly occurring provider and site meetings assuring each party has adequate notice.
• Take and produce minutes from provider and site meetings in a timely manner
• Use Board Effect where appropriate to upload meeting materials or otherwise distribute materials to participants.
• Attend and prepare Safety Team and Core CQI meeting minutes in a timely manner; assist with handouts scheduling of meetings and preparing agenda.
• Prepare and submit the monthly provider oncall schedule once reviewed by the CMO and Dental Director. Distribute to providers and/or upload to company intranet.
• Revise provider on call schedule when necessary or directed.
• Assist the CMO to manage and coordinate student requests and rotations including through the Ohio Primary Care Workforce Initiative.
• Serve as liaison to Firelands Residency Program and NEOMed arranging onsite rotations for selected residents and students
• Assist in the credentialing and privileging process as needed and directed by members of the Credentialing Team
• Collect verify and maintain independent contractor timesheets each month and upon approval by the CMO forward them to the Accounting Associate for payment.
• Assist the Executive Assistant as needed including with postage and outgoing mail and setting up for Board of Director Meetings.
• Provide backup support to Executive Assistant for scheduling and taking minutes at Board of Director meetings and for Board communication as requested by CEO.
• Enter provider credentialing and privileging data using Modio software.
• As requested provide administrative assistance to the President and Chief Executive Officer Director of Human Resources Chief Financial Officer Chief Operations Officer Dental Director Director of Behavioral Health and Chief Nursing and Quality Officer
• Serve as receptionist for 5^th Floor guests
• Serve as liaison to area elementary and middle schools for Schoolbased Dental Sealant program working closely with the Dental Director.
• Make photocopies send mail and emails scan documents and perform other clerical functions as necessary.
• Maintain office supply inventory for Executive Offices supplies; reorder timely to replenish
• Maintain accurate records.

EDUCATION AND CERTFICATION REQUIREMENTS

• Associates degree in business and/ or equivalent in business/ secretarial competence gained from three or more years of experience as an Administrative or Executive Assistant to a highlevel executive.

SKILL AND EXPERIENCE REQUIREMENTS

• Prior administrative experience in a nonprofit community healthcare environment is preferred.
• Must have valid drivers license and satisfactory driving record.
• Must have the ability to represent the organization professionally at all times.
• Strong computer skills with proficiencies in Microsoft Office.
• Ability to be responsive in working with a culturallydiverse patient population.
• Must have excellent listening and communication skills.
• Ability to independently coordinate multiple tasks.
• Ability to work cooperatively with others.