Executive Assitant

San Juan Regional Medical Center•Farmington, NM

About The Position

The Executive Assistant provides administrative support for divisional operations at San Juan Regional Medical Center. The role uses discretion and independent judgment to support leadership through thoughtful scheduling, organization, communication, and project coordination. The Executive Assistant helps ensure efficient day-to-day administrative operations, represents the organization in certain patient complaints or grievances when the patient relations department is unavailable, and handles confidential and significant matters on behalf of management. The position supports meetings and special hospital functions; communicates with executive assistants, senior leaders, and administrative staff; and contributes to strategic planning, policies, procedures, budgeting, and auditing. The role also maintains awareness of applicable hospital regulations and current administrative practices and healthcare issues. Employees are expected to embody SJRMC’s values and apply its Service Standards—Safety, Courtesy, Effectiveness, and Stewardship—in their daily work.

Requirements

Five years of Executive Assistant or administrative experience.
Extensive knowledge of Windows-based software, especially Word, PowerPoint, Excel, and Outlook.
Superior writing, interpersonal, communication, and organizational skills.
Creative, self-directed, detail-oriented, and devoted to accuracy.

Nice To Haves

Certified Administrative Professional (CAP), Organizational Management (OM), or Microsoft Office Specialist (MOS) certification.
Bachelor’s or Associate degree.
Experience in healthcare.

Responsibilities

Coordinate meeting schedules; attend meetings as requested; prepare materials and arrange setup and closure; take, transcribe, file, and distribute minutes promptly.
Maintain knowledge of DNV and ISO regulatory requirements for the hospital.
Maintain up-to-date knowledge of administrative procedures and healthcare issues through publications, workshops, seminars, and professional associations.
Provide resources for the day-to-day activities of Administration to support efficient workflow and operations.
Use discretion and independent judgment on significant and confidential matters, including physician and management issues.
Represent SJRMC in handling complaints and grievances when the patient relations department is unavailable.
Investigate and resolve significant matters on behalf of management.
Evaluate possible courses of action and make independent decisions within the authority of the role.
Formulate, affect, interpret, or implement policies and operational practices within the role’s authority.
Provide coverage for the Administration office.
Arrange special hospital functions and meetings involving the SJRMC Board, hospital staff, and public representatives, and attend as needed to support efficiency.
Communicate with the Executive Assistants to the President/CEO, Senior Leadership, and other administrative staff to assist with daily operations.
Recommend office changes and provide input on process effectiveness and methods.
Purchase and procure supplies and office equipment and make recommendations regarding software use.
Arrange approved travel for respective divisions in accordance with hospital guidelines.
Conduct research for projects, grievance resolution, and complaints or issues affecting business operations.
Participate in planning long- and short-term strategic goals and objectives.
Participate in writing policies, procedures, and guidelines.
Write reports, legal documents, and other confidential communications for respective Vice Presidents.
Conduct budgeting and auditing functions.
Implement SJRMC Service Standards in daily work: Safety, Courtesy, Effectiveness, and Stewardship.
Perform other duties as assigned.