Executive Assistant

CALDWELL COUNTY HOSPITAL INC•Princeton, KY

1d•Onsite

About The Position

Assists CEO and CFO in daily operations of the institution or specific assignments. Functions under the supervision of Chief Executive Officer. Is accountable for the effective, efficient and safe operations of the Administrative Office ensuring that the objectives of the Administrative Department and the organization are met. Ensures appropriate organizational practices are in use. Promotes good public relations through contacts with patients, practitioners, visitors, employees, peers, Board Members and the public at large. Maintains confidentiality of patient information and hospital related matters.

Requirements

High School Graduate or GED
1 – 2 years Administrative Assistant experience

Nice To Haves

Bachelor’s Degree
3- 5 years Administrative Assistant experience

Responsibilities

Coordinate and perform the secretarial/clerical work required by the CEO and CFO.
Answer incoming calls and direct appropriately.
Maintain the CEO and CFO schedule, including day-to-day and long-term management of meetings, projects and priorities.
Transcribe and process correspondence required by CEO and CFO.
Draft routine correspondence for CEO and CFO upon request.
Maintain files correspondence and other materials.
Attend and act as recording secretary for all meetings of: Board of Directors, Medical Staff, EOC and Leadership.
Create and maintain meeting minutes of: Board of Directors, Medical Staff, EOC and Leadership.
Schedule all meetings and travel, including prioritizing meetings and communicating all relevant details to participants.
Prepare, deliver, and mail packets to members of the Board of Directors and the Medical Staff prior to the meeting.
Handle all correspondence to Board of Directors.
Notify Board in timely fashion of all meetings, etc.
Keep CEO and CFO informed on all events and activities pertaining to the hospital (internal and external).
Handle all mail for Administration.
Meet and greet visitors to the Administration Offices in a friendly, courteous and professional manner.
Assist in implementing department specific goals and objectives in keeping with organizational goals and objectives.
Assist in maintaining adequate and effective communication between the Administrative Department and all other departments for problem solving.
Schedule conference rooms for hospital related and outside agencies meetings.
Type and distribute the Activity Calendar for conference rooms for hospital related meetings, calendar for Specialty Clinics, and on-call surgeons.
Project a positive demeanor regardless of changes in working conditions, and demonstrate flexibility in the face of change.
Resourceful strategic problem-solving with a positive “can do” attitude and sense of humor.
Responsible for purchasing promotional items for the hospital staff and community.
Interact with others (on the phone or in person) in a positive, professional and appropriate manner.
Work cooperatively with others.
Have respect for and an understanding of the contributions of all team members.
Attend required meetings.
Organizational and time management skills to complete high volume of varied responsibilities in fast-paced setting with excellent attention to details and the belief that no task is too big or too small.
Excellent relationship builder; able to demonstrate a high level of tack, discretion, and diplomacy with all employees and Board of Directors.
Ability to maintain confidential/sensitive information.
Responsible for contract management.
Perform other duties as assigned.