Executive Assistant

Job Title: Executive Assistant

Department:         Operations  

Reports To:          Chief Operation Officer

FLSA Status:        Full-time or Part-time, Non-Exempt

POSITION SUMMARY

Performs administrative duties for the Director of Center Operations and Center Managers as requested.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

Assists COO in the management of schedule and handles internal and external appointment requests

General support for Chief Operating Officer to effectively manage the day-to-day operations which includes logging of task and action items for the COO

Provides administrative support for the COO including telephone coverage, mail handling, supplies control, and necessary communications internally and   externally. Handles correspondence for the COO and prepares response, as appropriate

Handles timekeeping through E-Time and leave for all direct reports to the COO

Coordinates the development of materials for the organization including brochures

Makes arrangement for full range of administrative meetings consistent with the needs of the particular group with regard to location, time, materials to be used, refreshments, and notify parties involved

Complete presentations using PowerPoint, Excel and other Microsoft products as needed

Prepare documents for facility staff to use for distribution to WHSI patients

Prepare and distribute management schedules and calendar management

Complete special projects including mailings for the medical office facilities

Provide assistance to the Executive Coordinator/Board Liaison as needed to provide support to the CEO and related expectations

Run and distribute reports for the Director of Center Operations and site managers

Arrange travel and hotel accommodations for conferences and training seminars.

Process checks on a weekly basis

Assist with special projects as requested

Working knowledge of telephone system and telephone protocol

Understand and participate in Joint Commission continual readiness

Work with the Clinical Services Department to promote ongoing performance improvement activities

Participates in all safety programs which may include assignment to an emergency response team

Perform other duties as assigned or become necessary by supervisor

PRIORITIES SERVED

• Accuracy
• Timeliness
• Job Knowledge
• Quality of Work
• Quantity of Work
• Initiative & Creativity
• Attendance & Punctuality  
• Professionalism                                              

SUPERVISORY RESPONSIBILITIES

None at this time.

DESIRABLE QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Minimum Associates Degree required.
• Minimum for five years executive level secretarial experience
• Strong computer skills with knowledge of Microsoft Word, Excel, Power Point and Performance Management Systems.
• Excellent work history with proven track record.
• Excellent data entry skills—accuracy is very important.
• Excellent communication skills.
• Ability to pass pre-employment drug test.
• Professional, clean, neat appearance.
• No convictions of serious crimes or felonies.
• Must be willing to travel to other medical sites within Wake Health Services, Inc., to assist other facilities.

COMMUNICATION SKILLS

• Ability to read and comprehend general instructions, correspondence, and memos. 
• Ability to read and interpret general business periodicals. 
• Ability to write reports and business correspondence. 
• Ability to effectively present information and speak before groups of employees and outside consultants and respond to questions/comments from the same.

OTHER NECESSARY SKILLS

• Ability to work independently.  Ability to take initiative and be a self-starter.
• Ability to plan and organize workload.  Ability to handle very detailed information.
• Ability and flexibility to handle work pressure and work with interruptions.
• Ability to meet work processes deadlines.
• Ability to handle multiple priorities.
• Ability to function as a team player.
• Ability to effectively communicate with employees, patients, vendors, consultants, and auditors.
• Willing to learn and accept responsibility.
• Ability to work flexible hours as needed.
• Ability to interact in a professional manner with employees, patients and vendors.
• Ability to communicate clearly and effectively.  Excellent oral, written, and listening skills.
• Ability to secure information from inter-department personnel.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee must be able to sit for long periods of time, stand, walk, and occasionally lift and/or move up to 25 pounds and occasionally roll or move up to 50 pounds.  The employee will work on a computer and simultaneously use the telephone and must have good hand/finger dexterity.  Specific vision abilities required by this job include close vision and ability to adjust focus. 

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.