Executive Assistant III

Washington Hospital•Fremont, CA

About The Position

Provides administrative and clerical support to the Vice President and Chief Nursing Officer. Also provides support within the division as directed by the Vice President and Chief Nursing Officer. Provides clerical, typing, personal computer, and administrative support services. In addition to performing the essential functions listed below, you may also be assigned other duties as required.

Requirements

High school graduate or equivalent required.
Five years of administrative support experience as an Executive Assistant required.
Ability to maintain strict confidentiality of information.
Knowledge of computer operation: Microsoft Office (Outlook, Word, Excel, PowerPoint), SharePoint required.
Strong Verbal and telephone communication skills.
Proofreading skills (punctuation, grammar, spelling).
Ability to work under pressure and handle multiple priorities.
Good planning and organizational abilities

Nice To Haves

Bachelor's Degree desired.
Experience in a health-related field preferred.

Responsibilities

Prepares and/or updates certain administrative reports, statements, and check requests. Gathers data and other necessary information.
Demonstrates initiative, responsibility and accountability, utilizing available resources to problem solve effectively.
Consistently maintains record-keeping and filing systems in an organized manner. Sorts, files, and records documents accordingly. Retrieves information from files as requested.
Takes minutes, transcribes, and distributes promptly.
Independently performs assignments/duties without close supervision, takes initiative to communicate with the Vice President and Chief Operating Officer to ensure a smooth flow of work.
Displays resourcefulness in the completion of daily tasks and special projects.
Demonstrates skill in using a wide range of office systems, including telephones, computers, email, scheduling software, and other appropriate technology.
Performs a wide variety of assignments, which are often confidential in nature.
Demonstrates ability to set up and maintain filing systems appropriately. Retrieves documents when needed.
Attends meetings and takes,· transcribes, and distributes minutes promptly.
Utilizes signature log. Tracks all signature items through the process.
Creates requisitions for various items (capital).
Assists with the scheduling of one-time and recurring meetings:
Opens, sorts, reviews, and distributes mail appropriately and promptly.
Maintains and uploads contracts into the SharePoint system.
Organizes and maintains competency files.
Process Medical Director invoices and maintain tracking documents.
ADP timekeeper for employees reporting to the Vice President and Chief Nursing Officer.
Demonstrates awareness and sensitivity to patient and staff rights.
Demonstrates effective communication skills and follows the chain of command.
Demonstrates professional responsibility by following Hospital, Divisional, and unit-based policies and procedures.
Demonstrates integrity and fosters teamwork among colleagues.
Provides quality customer service and responds appropriately to customer compliments and complaints.
Demonstrates effective communication skills and follows the chain of command.
Demonstrates awareness of, and compliance with, patient safety and regulatory and licensing standards; i.e., Joint Commission, Title 22, OSHA, EMTALA, HIPAA, and other service-specific regulations.