Executive Assistant Administration

Billings Clinic•Billings, MT

4d•Onsite

About The Position

Provides administrative support for the Senior Executive Team. Coordinates and administers programs, projects and/or processes to support key strategies, project facilitation and prioritization. This role is crucial for ensuring the smooth operation of executive functions within the organization.

Requirements

2 Year / Associate Degree in a related field
3 years of executive or administrative secretary experience.
Employees that require a licensed or certification must be properly licensed/certified and the licensure/certification must be in good standing.

Nice To Haves

4 Year / Bachelors Degree
Bachelors Degree
1 year experience in a health care organization, preferred.
Equivalent combination of education and experience relating to the above tasks, knowledge, skills and abilities will be considered.

Responsibilities

Assists the Senior Executive Team, Leadership and other physician leaders and staff in various professional capacities on a daily basis.
Works with minimal supervision, taking appropriate action during the presence and absence of Senior Leadership staff members utilizing initiative and judgment to ensure all matters requiring attention are addressed promptly and effectively, or are brought to the attention of a member of the Senior Leadership Team.
Coordinates and maintains appointment calendars, arranges executive level meetings, and prepares meeting notices, agendas, and presentation materials.
Takes notes and transcribes minutes for various physician/administrative meetings and ensures timely distribution.
Maintains physician employment files and contracts.
Coordinates physician performance review processes and paperwork for first-year physicians and direct reports.
Assists with data gathering, data compilation, and formatting.
Assists in supporting a wide variety of programs, projects, and committees.
Coordinates special events, committee meetings, conferences, and/or retreats as appropriate, including developing plans, budgets, and presentations, arranging for speakers and CEUs, and monitoring invoices and expenses within agreed-upon budgets.
Assists in the preparation and control of records, statistics, and reports regarding business operations.
May participate in various budget-related activities, performing data gathering and analysis for coordination of various projects requiring independent judgment.
Composes, drafts, and prepares correspondence and reports.
Answers multi-line telephone, screens incoming calls, and assists caller or walk-in traffic whenever possible or directs to the appropriate individual or department as needed.
Acts as a resource for leaders, physicians, and staff in a variety of areas (e.g., computer-related assistance, responding to procedural/policy-related questions).
Develops and maintains effective office procedures and efficient work flow, including telephones, office reception, filing, copying, distribution of mail, and faxing documents.
Maintains confidential files and data.
Maintains travel budget and expenses/invoices.
May facilitate and coordinate bi-weekly payroll review and authorizations for Senior Leadership direct reports.
Reviews bi-weekly payroll for assigned staff and departments.
Utilizes performance improvement principles to assess and improve quality.
Identifies needs and sets goals for own growth and development; meets all mandatory organizational and departmental requirements.