Executive Assistant - Full Time / Days

Island Health Careers•Anacortes, WA

5d•Onsite

About The Position

At Island Health, people are at the center of everything we do. As a part of our Executive Administration team, you’ll play a vital role in supporting our mission to care for those who care for others. You’ll help create a positive and seamless experience for every team member — ensuring they feel valued, supported, and heard. Reporting to the Executive Business Manager, the Executive Assistant provides administrative support to the Chief Executive Officer (CEO) and administrators and is the primary point of contact for internal and external constituencies on all matters pertaining to the office of the CEO and administrators. The Executive Assistant will have the ability to 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.

Requirements

BA/BS degree preferred
Five (5) years of experience in an administrative support capacity working with senior management, preferably in a healthcare or medical setting.
Advanced knowledge of Microsoft Office Suite software applications.
Acquire/Maintains a Notary Public License
High level of professionalism with the ability to manage sensitive hospital matters discretely, while always maintaining the respect and confidentiality of Island Hospital patients and employees.
Possesses excellent written and verbal communication skills.
Excellent customer service/public relation skills supportive of our values of Service Excellence in delivering the Promise in each interaction.
Ability to supervise, organize and coordinate activities of the Administrative support staff.
Ability to establish priorities and coordinate work activities independently, as appropriate using discretion, good judgment and common sense.
Ability to take initiative in problem solving and make sound decisions.
Exhibits a high level of organizational effectiveness, ability to perform and prioritize multiple tasks seamlessly and has the ability to work well under pressure of deadlines and conflicting priorities.
Ability to master new computer skills and programs as needed.

Responsibilities

Adheres to confidentiality requirements of work within Administration, in accordance with district policies and procedures.
Completes a broad variety of administrative tasks including composing written communication, which is most often confidential and complex in nature. This communication may include the preparation and/or review of letters, contracts, minutes, reports, spreadsheets, power point presentations and policies and procedures as delegated or as determined independently.
Manages the executive team’s complex calendars and appointments.
Works closely and effectively to keep Administrators well informed of upcoming commitments and responsibilities.
Anticipates Administrators needs and proactively prepares necessary materials for meetings.
Performs “gatekeeper” role, screening, prioritizing and providing direct access to CEO and administrators time and office.
Receives and assists visitors and telephone callers, referring them to the appropriate individuals and/or screening to control interruptions as appropriate.
Manages verbal communication effectively in complex and elevated circumstances related to patient or employee concerns, maintaining a calm and professional demeanor at all times.
Develops routine responses to community members, patients, physicians and external organizations when requested or within established guidelines approved by the administrators.
Provides a bridge for smooth communication between Administration and internal departments; demonstrating leadership to maintain credibility, trust and support with Island Hospital management staff.
Handles operation matters not requiring executive disposition appropriately.
Informs Senior Leadership Team of operational issues as they are reported; determining which Administrator should address matters requiring executive disposition.
Assists administrators in meeting Island Health Organizational Goals.
Arranges travel for administrators and Commissioners.
Completes travel expense forms and miscellaneous reimbursement requests.
Recommends action and implements processes to improve administrative practices and procedures within Administration Department.
Recommends upgrades with office equipment, as needed and ensure Admin workroom supplies and coffee mess are stocked.
Will support and assist the Executive Business Manage with preparing and assembling the distribution of Island Health Board Meeting agendas, board books, minutes and other related informational materials.
Will serve as backup for Executive Business Manager with capturing minutes at all Educational, Special and Regular Board Meetings and other Board events as directed by the CEO/Board of Commissioners.
Designated representative for Administration on Island Health Morale Wellness & Recognition (MWR) Committee; coordinates and supports Island Health Week Activities, Annual Employee Recognition Event, Summer Picnic and other events as needed.
Responsible for the coordination of, or maintenance of, filing systems for Administration office including contract files.
Processes and uploads contracts within the designated contract system to ensure compliance with DNV requirements.
Designated representative for Daisy Program Coordinator. Responsible for collecting and maintaining Daisy nominations and for organizing and managing quarterly Daisy Award Ceremony.
Designated CARES Champion Coordinator for Administration. Responsible for maintaining weekly CARES nominations and for organizing quarterly CARES nomination review meetings.
Designated AHC Liaison to enhance and maintain relationship with Call Center. This includes weekly review of issues, monitoring workload backlog for Call Center and continuously improving Call Center resources/training materials.
Proficient in advanced levels of office computer software and internet research.
Microsoft Office Suite Visio Meditech BCA DASH
Other special administrative support and projects at the direction of the CEO and Executive Business Manager.