Executive Assistant at Caldwell Medical Center in Caldwell Medical Center - PRINCETON, KY 42445

Job description

• Position Type
• Full Time
• Job Shift
• Day
• • Assists CEO and CFO in daily operations of the institution or specific assignments.
• • Functions under the supervision of the Chief Executive Officer.
• • Is accountable for the effective, efficient and safe operations of the Administrative Office ensuring that the objectives of the Administrative Department and the organization are met.
• • Ensures appropriate organizational practices are in use.
• • Promotes good public relations through contacts with patients, practitioners, visitors, employees, peers, Board Members and the public at large.
• • Maintains confidentiality of patient information and hospital related matters.

Responsibilities

• • Responsible to coordinate and perform the administrative assistant/clerical work required by the CEO and CFO.
• • Answers incoming calls and directs appropriately.
• • Maintain the CEO and CFO schedule, including day-to-day and long-term management of meetings, projects and priorities.
• • Drafts correspondence as needed for the CEO and CFO.
• • Maintains files, correspondence and other materials.
• • Attends and acts as recording secretary for all meetings of: Board of Directors, Medical Staff, EOC, Leadership, and other meetings as requested by the CEO. Creates and maintains meeting minutes of: Board of Directors, Medical Staff, EOC, Leadership and other meetings as requested by the CEO..
• • Schedules all meetings and travel, including prioritizing meetings and communicating all relevant details to participants.
• • Aggregates and delivers packets to members of the Board of Directors and the Medical Staff prior to the meeting.
• • Handles all correspondence to Board of Directors. Notifies Board in timely fashion of all meetings, etc.
• • Handles all mail for Administration.
• • Meets and greets visitors to the Administration Offices in a friendly, courteous and professional manner.
• • Assists in implementing department specific goals and objectives in keeping with organizational goals and objectives.
• • Assists in maintaining adequate and effective communication between the Administrative Department and all other departments.
• • Schedules conference rooms for hospital related and outside agencies meetings.
• • Types and distributes the Activity Calendar for conference rooms for hospital related meetings, calendar for Specialty Clinics, and on-call surgeons.
• • Project a positive demeanor regardless of changes in working conditions, and demonstrates flexibility in the face of change.
• • Resourceful strategic problem-solving with a positive “can do” attitude and sense of humor.
• • Interacts with others (on the phone or in person) in a positive, professional and appropriate manner.
• • Works cooperatively with others. Has respect for and an understanding of the contributions of all team members.
• • Attends required meetings.
• • Organizational and time management skills to complete high volume of varied responsibilities in fast-paced setting with excellent attention to details and the belief that no task is too big or too small.
• • Excellent relationship builder; able to demonstrate a high level of tack, discretion, and diplomacy with all employees and Board of Directors. Ability to maintain confidential/sensitive information.
• • Responsible for contract management.
• • Performs other duties as assigned by the CEO or CFO.

Requirements

• • Extensive knowledge of computers, Microsoft Office Word, Excel, and PowerPoint.
• • Must be proficient in transcription.
• • Proficiency for the job should be reached in three to six months.
• • Must be skilled in written and oral communication.
• • Demonstrates basic problem solving.
• • Must demonstrate the ability to interact with other personnel in a positive fashion.
• • Must demonstrate the ability to work independently and to accept delegation of appropriate tasks from the Chief Executive Officer and Chief Financial Officer.
• • Expected to communicate effectively with CEO and CFO and keep him/her informed of any problems or developing issues.
• • Excellent time management skills.
• • Answers and converses on the telephone.
• • Well organized and able to plan work well, managing time efficiently.
• • Be able to cope with last minute changes and difficult situations.
• • Computer (Desktop)
• • Printers
• • Copy Machine
• • Fax Machine
• • Telephones – Desk
• • Calculators
• • Recorder
• Bachelor’s Degree
• 1 – 2 years Administrative Assistant experience
• 3- 5 years Administrative Assistant experience

Skills

Required

• Proficient in transcription
• Basic problem solving
• Excellent time management skills
• Excellent relationship builder
• Resourceful strategic problem-solving
• Positive demeanor and flexibility
• Ability to lift 25 pounds
• No hearing loss greater than 40 decibels
• Answers and converses on the telephone