EXECUTIVE ASSISTANT Full Time Day shift
About The Position
This is an Exempt, Full Time, Day shift position with a Pay Range of $27.08-$40.62 DOE. The Executive Assistant will act as a liaison between the Senior Management Team, department heads, clergy, hospital personnel, visitors, and medical staff. They will also serve as a liaison for the Board of Trustees, preparing board packets, attending meetings, and recording minutes. The role requires proficiency in Microsoft 365 applications and the ability to produce written communications with exceptional grammar and a professional tone. Responsibilities include managing appointment calendars, making meeting arrangements, screening mail, overseeing insurance, maintaining a contract database, and making travel arrangements. Confidentiality must be maintained, and continuous training is required. The ideal candidate will thrive in a dynamic environment, adjusting priorities while maintaining quality and composure.
Requirements
- Five (5) years of secretarial, administrative assistant, or clerical experience is required.
Nice To Haves
- Associate’s degree in Business Administration, Communication, or Office Management, or equivalent professional experience is preferred.
Responsibilities
- Acts as a liaison between the Senior Management Team, department heads, clergy, hospital personnel, visitors, and medical staff to communicate messages, schedule meetings, and disseminate information.
- Acts as a liaison for the Board of Trustees, including preparing board packets, attending board meetings, and recording minutes.
- Prepares accurate, well-organized meeting minutes and action item summaries with timely distribution to relevant stakeholders.
- Utilizes Microsoft 365 applications (Outlook, Word, Excel, PowerPoint, Teams, OneNote, and SharePoint) proficiently to manage communications, documents, scheduling, and collaboration.
- Produces all written communications – correspondence, reports, and memoranda – with exceptional grammar, spelling, and professional tone, requiring minimal revision.
- Receives and screens telephone calls, transmits detailed information, answers questions, takes accurate messages, and keeps the Chief Executive Officer (CEO) apprised of calls during their absence.
- Maintains updated and current appointment calendars for the CEO. Advises of schedule changes, as appropriate.
- Makes arrangements for all meetings scheduled for the CEO, including the notification of participants, room reservations, and preparation and distribution of agendas. Serves as recording secretary for various committees as assigned.
- Opens all incoming mail, screening and prioritizing action and follow-up.
- Oversee property and casualty insurance as needed for providers and Memorial Regional Health.
- Maintains contract database, including entry, removal, and updating contracts for Memorial Regional Health.
- Completes registration forms; makes travel arrangements and room reservations in connection with the CEO and the Senior Management Team’s travel to conferences, seminars, retreats, and other necessary meetings/functions.
- Ensures that all aspects of confidentiality are maintained in the department.
- Completes required continuous training and education, including department-specific requirements.
- Performs other duties as assigned.
- Thrives in a dynamic environment, adjusting priorities and workflows in response to shifting organizational needs while maintaining quality and composure.
Stand Out From the Crowd
Upload your resume and get instant feedback on how well it matches this job.
What This Job Offers
Job Type
Full-time
Career Level
Executive
Education Level
Associate degree
