Hospital Executive Assistant

Tenet Healthcare Corporation•Sunnyvale, TX

2d•Onsite

About The Position

Baylor Scott & White Medical Center - Sunnyvale is seeking an Executive Assistant to provide comprehensive support to the Chief Executive Officer, Chief Operating Officer, Chief Nursing Officer, and Chief Financial Officer. This role involves managing a wide range of administrative tasks, including typing, calendar management, proofreading, report preparation, correspondence processing, meeting scheduling, minute recording, visitor assistance, file maintenance, and special projects. The Executive Assistant will handle a high volume of telephone calls professionally and interact with the public, employees, and physicians courteously.

Requirements

High school diploma or GED required
Clerical skills
Minimum of 5 years Executive Assistant experience required
Able to communicate effectively in English, both verbally and in writing.
Strong presentation skills.
Excellent computer knowledge and skills in work processing, spreadsheet and presentation software are required.
Possess organizational, analytical and critical thinking skills.
Must be self motivated, great attention to detail, excellent interpersonal skills, creativity and innovation are required.
Involves discretion and independent action within prescribed limits.
Ability to use all office equipment.
Able to type 60-70 words per minute, accurately.
This position requires a high degree of Responsibility, accountability and flexibility.

Nice To Haves

Associate’s degree preferred
healthcare setting strongly preferred
Additional languages preferred

Responsibilities

Support Administrative staff in analytic tasks related to hospital operations to include but not limited to; typing, filing, managing calendars, travel arrangements, expense reports, and classifying and distributing correspondence.
Work together with other administrative staff to answer phones, greet visitors to the hospital entering the Administration area.
Arranges meetings and conferences, schedules appointments and interviews, and performs other duties related to maintaining officers’ personal schedules.
Maintain all files as directed by the Chief Executive Officer, Chief Nursing Officer, Chief Operating Officer, and Chief Financial Officer. Establishes maintains, and revises record keeping and filing systems ensuring the confidentiality of information (i.e. financial statements, staff and legal information).
Serves as secretary for the Department Director’s meetings. Schedules meetings, prepares agendas and slide presentations, sends notices, orders and sets up A/V equipment prior to meeting, if needed. Takes notes and records minutes, transcribes minutes, distributes approved minutes to required attendees.
Assists Administrative Team in preparation of audits, budgets, surveys and visits by Tenet, federal agencies, JCAHO, etc.
Maintains business courtesy log and nonmonetary comp long as instructed by the CEO.
Responsible for monthly statistical reporting, daily dashboard reporting, maintaining nonmonetary comp log and preparing monthly financial reports.
Prepares surveys and license renewals for JCAHO, TDH, CLIA and other as requested.
Maintain conference room schedules for both recurring meetings and individual meetings for the hospital.
Policy and procedure preparation and ensures hospital policy and procedure manual is current.
Develop and distribute the hospital monthly calendar in a timely fashion.
Order supplies for the department by using computer ordering system. Processes requisitions for supplies and equipment; accurately charges departments. Assists with PO preparation and verifies invoices before submitting for payment.
Exhibits courtesy, cooperation, and respect towards patients, visitors, physicians, supervisor, and co-workers in all personal and telephone interactions in order to create a positive public image.
Following procedures
Complies with attendance policies and other Human Resource Policies and Procedures.
Completes duties in a safe, cost effective manner.
Accepting interpersonal differences and promotes cooperation with fellow employees.
Maintain confidentiality of information to which he/she is privileged.
Maintain a positive, cooperative attitude and accepting constructive criticism when necessary.
Maintaining good communication and working relationships with all departments within the hospital and other Tenet facilities.