Executive Administrative Assistant

Dallas Behavioral Healthcare Hospital•Desoto, TX

3d•Onsite

About The Position

Reporting directly to the CEO, the Executive Administrative Assistant will support the CEO and other executives managing schedules, coordinating meetings, maintain records, facilitating project completions, completing reports, preparing presentations, drafting correspondence and maintaining files and databases. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion. Duties include but are not limited to: Completes a broad variety of administrative tasks for the CEO including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings. Plans, coordinates and ensures the CEO's schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the CEO's time and office. Communicates directly, and on behalf of the CEO on matters related to CEO's programmatic initiatives. Researches, prioritizes, and follows up on incoming issues and concerns addressed to the President, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response. Works closely and effectively with the CEO to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the President, some of which may have organizational impact. Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the CEO's ability to effectively lead the company. Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures. Maintains contracts and agreements working with legal department for matters requiring attorney interaction Complete credentialing of physicians Prepare agendas for meetings and prepare schedules as well as record, compile transcribe minutes of meetings Maintain hospital contracts and agreements with agencies and other entities providing services to or participating in hospital education programs. Maintain supply room and order office supplies Receive, direct and screen visitors and clients via phone and in person Handle requests for information and data: reports as requested Respond to and resolve administrative problems and inquiries General clerical duties including photocopying, fax, mailing,filing(electronic and paper), sorting and distributing correspondence, prepare and modify documents including correspondence, reports, drafts, memos and emails

Requirements

High School degree or equivalent required
3-5 years healthcare administrative experience
Great computer & administrative skills
Expert PC skills that include a combination of working in a Windows Operating System and Microsoft Outlook, Word and Excel
Proficient typing skills
Proven ability to handle confidential information with discretion
Adaptable to various competing demands
Demonstrate the highest level of customer/client service and response
Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, the leadership team and external partners
Expert level written and verbal communication skills
Demonstrated proactive approaches to problem-solving with strong decision-making capability
Emotional maturity
Highly resourceful team-player, with the ability to also be extremely effective independently
Proven ability to handle confidential information with discretion
Adaptable to various competing demands
Demonstrate the highest level of customer/client service and response
Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment, working well under pressure with minimal supervision
Ability to exercise a high degree of diplomacy and tact
Excellent customer services and interpersonal communication skills
Cultural sensitivity and demonstrated ability to work with diverse people groups
Well developed verbal and written communication skills in English
Knowledge of basic math and modern office procedures
Ability to remain seated for long periods of time without significant discomfort or distress
Ability to effectively interact with persons of widely diverse roles, backgrounds, cultures, and socio-economic classes, those in crises or resistant or negative toward organization
Must successfully pass background check, drug screen, physical and be able to provide positive employment references

Nice To Haves

Bachelor's degree preferred
Experience with Concur, MD-Staff
Direct experience supporting C-level executives in a healthcare setting is preferred
Additional language abilities desirable

Responsibilities

Managing an extremely active calendar of appointments
Completing expense reports
Composing and preparing correspondence that is sometimes confidential
Arranging complex and detailed travel plans, itineraries, and agendas
Compiling documents for travel-related meetings
Planning, coordinating and ensuring the CEO's schedule is followed and respected
Providing "gatekeeper" and "gateway" role, creating win-win situations for direct access to the CEO's time and office
Communicating directly, and on behalf of the CEO on matters related to CEO's programmatic initiatives
Researching, prioritizing, and following up on incoming issues and concerns addressed to the President, including those of a sensitive or confidential nature
Determining appropriate course of action, referral, or response
Working closely and effectively with the CEO to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately
Providing leadership to build relationships crucial to the success of the organization
Managing a variety of special projects for the President, some of which may have organizational impact
Successfully completing critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the CEO's ability to effectively lead the company
Prioritizing conflicting needs; handling matters expeditiously, proactively, and following-through on projects to successful completion, often with deadline pressures
Maintaining contracts and agreements working with legal department for matters requiring attorney interaction
Completing credentialing of physicians
Preparing agendas for meetings and preparing schedules
Recording, compiling, and transcribing minutes of meetings
Maintaining hospital contracts and agreements with agencies and other entities providing services to or participating in hospital education programs
Maintaining supply room and ordering office supplies
Receiving, directing, and screening visitors and clients via phone and in person
Handling requests for information and data: reports as requested
Responding to and resolving administrative problems and inquiries
General clerical duties including photocopying, fax, mailing, filing (electronic and paper), sorting and distributing correspondence
Preparing and modifying documents including correspondence, reports, drafts, memos and emails