Position Summary / Career Interest:

The Executive Secretary assists the Administrator and Paola Hospital leadership in daily Executive Office activities including but not limited to scheduling appointments, dictating letters and memos, filing, answering telephones, mailing, faxing, assuring the offices are kept clean, and other duties required to maintain a professional office. Prepares meeting agendas, maintain attendance records, document meetings, prepare minutes and follow-up, and maintain accurate master file for the Board of Trustees and other committees. Maintains open and professional communication between the Medical Center, physicians, employees and the public with the Executive Office.


Responsibilities and Essential Job Functions

• Provides secretarial support for executive and performs minor executive duties including, but not limited to:  transcription of dictation; composing correspondence; typing and maintaining forms; preparation of meeting minutes, agendas; coordination and scheduling of meetings, etc.  Maintain master calendar for the MCMCI Boardroom and Conference rooms.  Distribute, collect and forward punch detail reports and time sheets.
• Answers telephone, takes messages and directs caller to appropriate area.  Assists with coverage of other phones within office as needed.
• Attend monthly Auxiliary Board meetings and keep an open line of communication between the Auxiliary Board and the Medical Center.  Assist with planning and coordinating auxiliary events to include: Annual Luncheon, Bicycle Safety Events, Spring Tea, Book Fairs, Auxiliary gifts to MCMCI, and other events as needed.  Maintain database to include past and present auxiliary members.  Type Auxiliary Newsletter and prepare labels for mailing.  Prepare and present an annual volunteer in-service and ensure JCAHO compliance.  Track volunteer hours for annual awards.
• Handles complaints on own initiative and in accordance with approved policy.
• Performs secretarial duties for various in-hospital committees as assigned and may be requested to serve on certain committees.
• Maintains files and records to ensure compliance with all standards of The Joint Commission and other regulatory bodies.
• 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
• 1 or more years of related experience

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.