Description
Summary:
The Executive Assistant Senior is responsible for providing overall secretarial support to the Executive(s) to whom assigned to accomplish daily workloads with duties including or comparable to those indicated below. The Executive Assistant Senior handles a wide variety of situations involving the clerical and administrative functions of the executive offices, which often cannot be brought to the attention of the executive. The Executive Assistant Senior serves as a liaison between the Executives, Medical Staff, Board members, major donors, associates, and the public, making independent decisions when appropriate and working as part of a team for overall support of executives.

Responsibilities:

• Meets expectations of the applicable OneCHRISTUS Competencies: Leader of Self, Leader of Others, or Leader of Leaders.
• Maintain executive’s calendar, scheduling meetings and appointments as requested; on own initiative, establishes appointment priorities, reschedules or refuses appointments or invitations, and draws attention to important dates or conflicts. Prioritizes own time according to workload demands.
• Plans, coordinates and participates in administrative and board-level meetings, following guidelines in Hospital Bylaws, JCAHO Administrative and Board standards and other regulatory entities, schedules meeting rooms; orders catering; prepares agendas; does timely mail-outs; takes and transcribes minutes; coordinates follow-up actions; and, works directly with Committee Chairs.
• Provides polite, courteous and professional reception and telephone service; tactfully determines nature and urgency of business; answers inquiries and resolves conflicts independently whenever possible using own judgment and knowledge of hospital operations; refers to appropriate person if necessary.
• Reads incoming correspondence; determines deadlines and suspense dates; checks accuracy of documents requiring executive’s signature; summarizes content if needed; provides necessary backup material for executive’s review; offers advice or initiates reply if appropriate; and, coordinates follow-up as necessary.
• Composes correspondence requiring understanding of hospital operations and policies; researches and prepares special projects or presentations; initiates and maintains large and complex paper and electronic filing systems, develops method for organizing and retrieving information.
• Makes complex travel arrangements for individual executives or groups, authorizing airline travel, lodging, conference rooms, catering, audio-visual equipment.
• In the executive’s absence, responds to requests for action or information; if necessary relays to the appropriate staff member; intercepts requests and helps implement action; ensures timely response; decides whether executive should be notified of important or emergency matters.
• Provides assistance and training to peers and subordinates on equipment, hospital policies and workplace standards. Supervises clerical support as needed.
• Demonstrates competence to perform assigned responsibilities in a manner that meets the population-specific and developmental needs of the members served by the department.
• Appropriately adapts assigned client assessment treatment, and/or care methods to accommodate the unique physical, psychosocial, cultural, age specific and other developmental needs of each client served.
• Takes personal responsibility to ensure compliance with all policies, procedures and standards as promulgated by state and federal agencies, the hospital, and other regulatory entities.
• Performs all duties in a manner that protects the confidentiality of patients and does not solicit or disclose any confidential information unless it is necessary in the performance of assigned job duties.
• Excellent communication skills and organization skills required.
• Performs other duties as assigned.

Job Requirements:

EDUCATION/SKILLS

• High School Diploma required.

EXPERIENCE

• 5 years of experience in office and calendar management is required.
• Experience working in supported functions’ work processes and environment is preferred.
• Experience coordinating and supporting the Executives’ multiple projects and schedules.
• Experience booking travel arrangements both ahead of time and last minute.

• Meets expectations of the applicable OneCHRISTUS Competencies: Leader of Self, Leader of Others, or Leader of Leaders.
• Maintain executive’s calendar, scheduling meetings and appointments as requested; on own initiative, establishes appointment priorities, reschedules or refuses appointments or invitations, and draws attention to important dates or conflicts. Prioritizes own time according to workload demands.
• Plans, coordinates and participates in administrative and board-level meetings, following guidelines in Hospital Bylaws, JCAHO Administrative and Board standards and other regulatory entities, schedules meeting rooms; orders catering; prepares agendas; does timely mail-outs; takes and transcribes minutes; coordinates follow-up actions; and, works directly with Committee Chairs.
• Provides polite, courteous and professional reception and telephone service; tactfully determines nature and urgency of business; answers inquiries and resolves conflicts independently whenever possible using own judgment and knowledge of hospital operations; refers to appropriate person if necessary.
• Reads incoming correspondence; determines deadlines and suspense dates; checks accuracy of documents requiring executive’s signature; summarizes content if needed; provides necessary backup material for executive’s review; offers advice or initiates reply if appropriate; and, coordinates follow-up as necessary.
• Composes correspondence requiring understanding of hospital operations and policies; researches and prepares special projects or presentations; initiates and maintains large and complex paper and electronic filing systems, develops method for organizing and retrieving information.
• Makes complex travel arrangements for individual executives or groups, authorizing airline travel, lodging, conference rooms, catering, audio-visual equipment.
• In the executive’s absence, responds to requests for action or information; if necessary relays to the appropriate staff member; intercepts requests and helps implement action; ensures timely response; decides whether executive should be notified of important or emergency matters.
• Provides assistance and training to peers and subordinates on equipment, hospital policies and workplace standards. Supervises clerical support as needed.
• Demonstrates competence to perform assigned responsibilities in a manner that meets the population-specific and developmental needs of the members served by the department.
• Appropriately adapts assigned client assessment treatment, and/or care methods to accommodate the unique physical, psychosocial, cultural, age specific and other developmental needs of each client served.
• Takes personal responsibility to ensure compliance with all policies, procedures and standards as promulgated by state and federal agencies, the hospital, and other regulatory entities.
• Performs all duties in a manner that protects the confidentiality of patients and does not solicit or disclose any confidential information unless it is necessary in the performance of assigned job duties.
• Excellent communication skills and organization skills required.
• Performs other duties as assigned