Executive Assistant to Chair

Position Summary / Career Interest:

The Executive Assistant to Chairperson provides administrative support to the Department Chairperson and Chair’s Office staff leads; provides executive management in day- to-day activities and special projects as assigned. Project work will require being fully proficient in Microsoft Excel, Outlook, Word, and Power Point. This role may, on occasion, require significant mathematic and analytical skills. Acts as liaison in communications with both external and internal sources. Must be able to maintain confidentiality and establish harmonious working relationships. Ability to work independently in the absence of the Chairperson/Administration and demonstrate initiative in completing projects in an accurate and timely fashion with a minimal amount of supervision. Functions as a resource person for the Department's faculty and staff.


Responsibilities and Essential Job Functions

• Performs secretarial duties for administrative and management staff, including taking dictation, transcribing correspondence and reports, and proof-reading typed material. Attends meetings as assigned and reports on actions.
• Indexes and files correspondence, records and reports. Orders supplies and equipment. Gathers data and prepares evaluation reports, as well as other data as requested by Administrator / Director / Physician / and/ or Executive Management.
• Receives and assists visitors and telephone callers, referring them to appropriate individuals.
• Maintains calendar and arranges meetings. Answers inquiries and makes travel arrangements for Administrator / Director / Physician / and/or Executive Management.
• Assists with special projects, strategic plan and budget preparation. - Attends monthly Board of Directors meetings. Records minutes of meetings. Maintains governance documents and files including those related to committees, quality assurance, strategic planning, bylaws, personnel, compensation, finance, etc.
• Maintains patient complaint file and prepares summary for management and board.
• Maintains files related to legal matters and prepares summary for management and board.
• Participates in professional development activities to keep current with health care administration practices.
• Manages daily operation of Administrator / Director / Physician / and/or Executive Management's office relating to executive assistant support functions. Composes routine correspondence and memos for Administrator / Director / Physician / and/or Executive Management to external and internal sources.
• Maintains records of expenditures for monthly reconciliation and payment with substantiating detail. Responds to requests for information from both internal and external sources.
• Complies statistical data for reports as requested by Administrator / Director / Physician / and/or Executive Management.
• Relays and provides instructions, information and assistance as directed by Administrator / Director / Physician / and/or Executive Management and in accordance with established policies and procedures within department.
• Prepares confidential correspondence, maintains calendar, reads and prioritizes Administrator / Director / Physician / and/or Executive Management's mail, and screens Administrator / Director / Physician / and/or Executive Management's phone calls for appropriate disposition.
• Plans, schedules and supervises all arrangements for departmental meetings including staff retreats, conferences seminars, staff and resident candidate visits and other departmental functions and meetings.
• Establishes and maintains functional and confidential files.
• Supervises and coordinates special projects as assigned by Administrator / Director / Physician / and/ or Executive Management, i.e., remodeling of office space.
• Must be able to perform the professional, clinical and or technical competencies of the assigned unit or department.
• These statements are intended to describe the essential functions of the job and are not intended to be an exhaustive list of all responsibilities. Skills and duties may vary dependent upon your department or unit. Other duties may be assigned as required.

Required Education and Experience

• High School Graduate
• 3 or more years of broad administrative/secretarial experience.

Preferred Education and Experience

• Bachelors Degree or Technical/Professional training/degree in Business School Training from an accredited college or university.

Knowledge Requirements

• Proficiency in Microsoft Word, Excel, PowerPoint and Access.
• Ability to be flexible and adapt to change while maintaining a high level of professionalism, with an emphasis on positive customer relations.

We are an equal employment opportunity employer without regard to a person’s race, color, religion, sex (including pregnancy, gender identity and sexual orientation), national origin, ancestry, age (40 or older), disability, veteran status or genetic information.