Executive Assistant

Rimrock Foundation•Billings, MT

7d•Onsite

About The Position

The Executive Assistant provides support to the Executive and Leadership Team at Rimrock, including handling all information requests, conducting research, and performing administrative functions such as preparing correspondence, receiving visitors, arranging conference calls and scheduling meetings. This position will provide executive support in a one-on-one working relationship with the CEO and COO. Work requires the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative and organizational skills and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will work independently on projects, from conception to completion and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion. Manages and maintains general office supplies for the main facility. Assures adherence to state statutes and rules, CARF standards, and federal regulations including HIPAA and 42 CFR Part 2. Positively represents the organization and promotes Rimrock’s Mission to the community.

Requirements

High School Graduate or equivalent required
Minimum of 3 years as an administrative assistant or relevant experience with progressive responsibilities.
Strong interpersonal skills.
Ability to treat confidential information with appropriate discretion.
Exceptional attention to detail.
In-depth understanding of entire MS Office Suite, including, but not limited to Word, Excel and Outlook, art/graphic design (Publisher/Photoshop).
Skilled in the use of standard office equipment (e.g. copiers, business telephone systems, virtual meetings, fax machines, etc.)
Ability to work effective with minimal supervision.
Ability to organize a daily workload by priorities.
Time management and must be able to meet deadlines in a fast-paced quickly changing environment.
A proactive approach to problem-solving with strong anticipatory skills and ability to make independent judgments as necessary.
Professional level verbal and written communication skills.
Complies with all HIPAA and 42 C.F.R. Part 2 regulations relating to privacy, security, and confidentiality.
Safeguards confidential information of patients, employees, and business operations

Nice To Haves

Associates or Bachelor’s degree preferred.
Experience serving as an Executive Assistant and working with a Board of Trustees preferred.
Experience in a not-for-profit environment preferred.

Responsibilities

Ensure the highest level of discretion in providing a comprehensive range of executive assistant support.
Assist with preparation for accreditation surveys and maintain policy manuals.
Maintain Board, department and contract manuals in compliance with State and CARF standards.
Prepare all correspondence for the Board. Prepare and mail packets to Board members prior to monthly Board Meetings.
Assist with preparation and publication of annual outcome reports.
Art/graphic design for brochures, reports and other published documents.
Effectively manage calendars including scheduling appointments and meetings, room reservations and independently resolving conflicts.
Prepare key documents for signature, comments, decision, or action.
Responsible for maintaining and distributing the on-call schedule, the employee phone list and the employee recognition emails.
Participates in the planning, preparation and organization of family week activities.
Organize and prepare relevant briefing or background materials for meetings.
Create or adapt presentations to be made by the CEO.
Encourage and maintain a high level of teamwork and positive and cohesive work environment.
Maintain administrative filing system.
Inventories and purchases general office supplies for the main facility.
Maintains CEU’s for employees and provides completion certificates.