Executive Assistant- President/Vice President Surgical Services

Northeast Georgia Health System • Gainesville, GA

2d

About The Position

Works under the general direction of the President or Vice President, exercises independent judgment regarding work and projects, providing personal secretarial services and administrative assistance, exercising initiative and sound judgment on a regular basis. The Executive Assistant must project a positive and professional attitude and image and act with confidence and a high level of confidentiality. Typically has responsibility for coordinating and recording/maintaining Board Subcommittees minutes and/or one or more of the Board of Director meetings.

Requirements

• High School Diploma or GED
• Excellent written skills to compose routine letters, edit and proof business correspondence and reports
• Proficient in Microsoft Office suite (Word, Excel, Publisher, PowerPoint and Visio)
• Able to operate general office equipment and machinery.
• Excellent interpersonal skills and ability to motivate and influence others with diplomacy and tact in a diverse environment
• Exercise good judgment and problem solving skills
• Ability to take initiative, work independently, multi task, and prioritize, with little or no supervision
• Requires an in depth understanding of all company operations policies and procedures
• Able to manage confidential information with discretion
• Must be able regularly assume a broad variety of moderately complex administrative details, having moderate impact on costs
• Demonstrates initiative; must be able to anticipate needs and flex accordingly

Nice To Haves

• Bachelors Degree
• Five (5) years administrative experience, including two (2) years at the executive level, in healthcare.

Responsibilities

• Manages calendars with proficient use of automated calendar management tools. Anticipates scheduling conflicts and works to resolve them appropriately (i.e. maintains an extremely high appointment volume and ever-changing calendar. Uses initiative and independent judgment on meeting times).
• Coordinates and organizes internal and/or external meetings, events, conferences, activities and functions. Configures room and equipment when required. Orders meals or supplies as necessary.
• Coordinates travel arrangements, including airline, hotel and car rental as needed. Takes initiative to reschedule standing and/or requested meetings to resolve conflicts in scheduling. Plans and prepares information needed in preparation of upcoming meetings. Routinely schedules meetings for the Vice President/President with Directors, Hospital Administrators, and Physicians. Ensures that the Leaders are kept abreast of meeting details and is able to identify potential areas of concern prior to commencement of the meeting.
• Composes, edits, and/or proofreads all correspondence, reports, forms, and other documentation as required, ensuring documents are professional in appearance, and any errors in spelling, composition, grammar, or formatting are detected and corrected prior to distribution. Answers telephones, screens and routes calls to appropriate area, takes and distributes messages, and returns phone calls as appropriate.
• Prepares data for projects and programs. Accurately records minutes at meetings when necessary. Promptly distributes minutes and provides follow-up on any action items. Assembles reports and other materials in advance of scheduled meetings. Ensures that all information is thoroughly researched, organized, and ready for presentation.
• Prepares the Vice President for any planned absences from the office. Assures all tasks have been delegated or assigned appropriately. Keeps appropriate parties informed of project status, goals, and objectives. Reconciles invoices and refers payment to accounts payable. Provides budget detail of expenses. Identifies variances and plans a course of action.
• Proactively works to investigate and resolve concerns with customers, employees, vendors and other contacts. Redirects as necessary and/or escalate issues as appropriate of importance. Receives and distributes office mail. Screens, prioritizes and routes incoming documents, and exercises discretion when handling sensitive and confidential material. Maintains an accurate and organized corporate filing system. Provides back up support to the front desk and assists other office/support staff as requested. Identifies a standard process for all routine office procedures implementing lean principles.
• Function as liaison between the organization's Executive Team and Management. Acts as facilitator between Administration, the Board of Directors, Board committees, and internal committees/councils. Serve as an information resource by furnishing requested information and/or providing referral source as needed. Uses discretion and independent judgment on the type of information to be furnished and the methods of distribution. Responsible for revising and/or creating formal presentations. Assists the Vice President/President in the development of new programs by gathering and collecting data. Frequently researches industry standards and provides input that is progressive and supports organization initiatives. Creates reports and graphs using appropriate computer software. Provides basic analysis and interpretation of data collected. Keeps the Vice President/President informed of current project status. Alerts them to any projects that are not on target.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED
• Number of Employees: 501-1,000 employees