Executive Assistant

The Executive Assistant (EA) provides executive-level administrative support for the office of the Chief Executive Officer (CEO), Chief Medical Officer (CMO), Chief Operating Officer (COO), or Chief Administrative Officer (CAO). The EA ensures that the Chief Officer is adequately informed and prepared for day-to-day operations. The EA takes an active approach to problem solving with strong project management, communication and research skills. The EA sets priorities to complete work effectively and in a timely manner adjusting to changes in workload, assignments, deadlines and other competing demands with frequent and often urgent interruptions and with varying priorities. The EA represents the Chief Officer with a polite and cordial manner and has advanced skills using diplomacy to establish and maintain cooperative and professional relationships. The EA handles sensitive details of a highly confidential and critical nature, maintains confidentiality and responds ethically in all interactions. The EA demonstrates effective written and oral communication skills. The EA coordinates meetings and schedules, manages email and calendars, arranges travel, plans events and performs a wide variety of executive secretarial and administrative duties. The EA attends meetings, records and transcribes minutes, and manages appropriate follow-up. The EA serves as a strong liaison between the offices of the CEO, CMO, COO and CAO.

ESSENTIAL JOB DUTIES AND RESPONSIBILITIES:
1. Supports and implements the organization’s vision, mission and values.
2. Determines priorities and method of completing daily workload to ensure that all responsibilities are carried out in a timely manner.
3. Performs all job functions in a professional and courteous manner. This includes answering all general phone calls timely and providing excellent customer service to internal and external customers.
4. Fosters and promotes a culture of service excellence and accountability.
5. Types correspondence, documents and reports; handles highly-sensitive information in a professional and exemplary manner. Compiles, types, reproduces and distributes data, for reports and/or presentations.
6. Provides administrative support to the Chief Officer and management staff within the supported business unit as needed.
7. Arranges meetings, creates/maintains schedules, attends and records minutes, prepares necessary materials or resources for meetings.
8. Assists with activities related recruitment, vendor management, and/or contracts; schedules interviews in collaboration with the Human Resources department and for prospective staff as needed.
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9. Books conferences and travel arrangements.
10. In collaboration with other EAs, assists with the credentialing of all new providers; ensures all clinical requirements for providers (certification, licensing, DEA, etc.) are up-to-date in each provider’s file.
11. Compiles board packets and coordinates meeting materials for Gracelight Community Health board and/or committee meetings as needed.
12. Reconciles and accounts for the supported business unit credit card(s).
13. Researches, collects, and analyzes data to prepare reports, presentations and documents.
14. Takes, screens and responds to telephone calls as appropriate. Acts as a liaison with all board and committee members, responding to requests for information and assistance, making them feel appreciated, welcome and respected.
15. Types and edits memos, letters or other correspondence, and operating procedures. Composes routine correspondence and memos in ready form for executive’s signature.
16. Acts as a backup for the receptionist function when necessary.
17. Prepares supplies orders as needed and follows up on delivery.
18. Complies with organizational policies and procedures.
19. Performs all other duties as assigned.