Executive Assistant
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Job Location:
Flagstaff, AZ - USA
Monthly Salary:
Not Disclosed
Posted on:
30+ days ago
Vacancies:
1 Vacancy
Job Summary
Overview
The Executive Assistant provides comprehensive administrative support to the Executive Team by independently and collaboratively anticipating and handling administrative responsibilities. Works directly with NAH system executives and assistants and interrelates with all management and support staff. Acts as liaison with administrators hospital staff community leadership associates patients and volunteers. Responsible for coordinating all aspects of the senior executives schedule travel training/education certification and/or other duties of the office. Responsibilities include all administrative/secretarial duties of an advanced nature using considerable freedom to judge guided by established Policies and Procedures. Function with minimum supervision demonstrating appropriate decision-making within established guidelines. Maintains strict confidentiality and discretion in a tactful manner at all times.
Responsibilities
Administrative
* Supports the designated Senior Executive (Executive VP CAO and/or other) in all professional capacities coordinating facilitating and implementing day to day activities to ensure efficient operational work flow.
* Navigating heavy volume and often complex calendar management for senior executive(s) in collaboration with other assistants management departments and outside people/agencies with responsiveness and flexibility prioritizing goals and balancing conflicting priorities.
* Coordinates travel logistics and conference/event registrations as well as expense report / credit card management supporting document reconciliation and approvals.
* Performs numerous and varied administrative tasks such as: greeting visitors; directing patient complaints appropriately; handling/routing correspondence and items requiring signature (contracts agreements etc.); and weekly time edits.
* Schedules creates meeting materials sends notices arranges catering manages logistics attends and records minutes as needed for assigned meetings both onsite and offsite ensuring effective and efficient proceedings. These may include but are not limited to: Senior Leadership Team; Leadership Forum Operations Meetings and other meetings involving the Senior Executive(s).
* Plans and facilitates special organizational events (leadership retreats rounding celebrations).
* Interacts effectively with a variety of colleagues in many departments (both clinical and non-clinical) throughout the organization such as HR Compliance AP Environmental Services Plant Operations Nutritional Services Nursing and Medical Staff.
* Interfaces appropriately with many external constituents including patients family members Board members community members and State/local government employees.
* Communicates information appropriately in a timely manner exercising tact and discretion.
* Adjusts schedule as an exempt employee to support a varied meeting/project schedule and office coverage as required (earlier am/later pm etc.).
Compliance/Safety
* Responsible for reporting any safety-related incident in a timely fashion through the Midas/RDE tool; performs work in a safe manner; monitors work environment for possible safety issues and ensures others are also performing work in a safe manner.
* Stays current and complies with state and federal regulations/statutes and company policies that impact the employees area of responsibility.
* If required for the position ensures all certifications and/or licenses are up-to-date and valid prior to expiration dates.
* Completes all company mandatory modules and required job-specific training in the specified time frame.
Qualifications
Education:
Associates Degree or 5 years Executive Secretarial/Administrative experience- Required
Experience:
Five years Executive Secretarial/Administrative experience- Required
Healthcare is a rapidly changing environment and technology is integrated into almost all aspects of patient care. Computers and other electronic devices are utilized across the organization and throughout each department. Colleagues must have an understanding of computers and competence in using computers and basic software programs.
Key Skills
- Time Management
- Microsoft Office
- Organizational skills
- Microsoft Outlook
- Microsoft Word
- Personal Assistant Experience
- Microsoft Powerpoint
- Calendar Management
- Microsoft Excel
- Administrative Experience
- Microsoft Outlook Calendar
- Google Suite
About Company
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