Executive Asst. III
Reporting directly to the President of the Adventist Behavioral Health & Wellness, the Executive Assistant is a full time position which provides executive support in a one-on-one working relationship. The Executive Assistant serves as the primary point of contact for internal and external stakeholder on matters pertaining to the Office of the President.
The Executive Assistant provides a coordinating function to the AHCs Governing Board of Trustees and the Entity Governing Board members, physicians, hospital staff and others. The Executive Assistant also serves as a liaison to the senior management team; organizes and coordinates executive outreach and external relations efforts; and may oversee special projects. Communicates directly, and on behalf of the President and CEO, with Board members, donors, Foundation staff, and others, on matters related to CEO's initiatives.
The Executive Assistant provides assistance with communications, preparation for meetings, executive calendar management, participating on committees, and taking, transcribing and distributing meeting notes, as assigned. The Executive Assistant is experienced in handling a wide range of Project Management related tasks and is able to work independently with little or no supervision.
This person must be exceedingly well-organized, flexible and be able to interact with staff (at all levels) in a fast paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, and with a high level of professionalism and confidentiality. Expert level written and verbal communications skills, strong decision-making ability and attention to detail are equally important.
The Executive Assistant demonstrates actions and attitudes daily through the AHC RISES Values (Respect, Integrity, Service, Excellence and Stewardship) which contribute to AHC Critical Success Factors (i.e., Valued as a Faith-Based; Best Place Best and Superior Care and Excellence in our Programs).
PRINCIPAL DUTIES AND RESPONSIBILITIES
1. Provides Executive Assistant responsibilities which build, grow and nurture relationships and partnerships with internal and external stakeholders as an ambassador, liaison, detective and puzzle-maker in terms of seeing the big picture and executing the details necessary to demonstrate the integration of all the pieces (i.e., people, resources, tools, connections) to complete each task which completes the big picture perspective.
2. Provides Executive Assistant responsibilities which demonstrate effective communication and implementation of a workflow-calendaring schedule involving complex and multiple interactions that assures appropriate access with AHC system and entity, local, state, federal and community constituencies.
3. Provides Executive Assistant responsibilities which demonstrate support to the AHC Senior Executive Team and organizational structure changes, as identified.
4. Provides Executive Assistant responsibilities which demonstrate support to the AHC Board of Trustees and the AHC Board Committee meetings, recruitment and educational and training opportunities, the annual AHC Boards Retreat and the annual AHC Board Holiday dinners.
5. Provides Executive Assistant responsibilities which demonstrate preparation of drafting agendas, letters, memos, coordinating and assembling materials for the AHC Board of Trustees, the AHC Senior Executive Team and taking minutes for the AHC leadership groups, and other meetings, as requested.
6. Provides Executive Assistant responsibilities which demonstrate the attribute of confidentiality on a daily basis and particularly with Executive Recruitment Searches and other time-sensitive projects. Provides Executive Assistant responsibilities which demonstrate an understanding and organization of the annual AHC Master Calendar, including the charters of the meetings, frequency of meetings, attendees of the meetings and distribution of the Draft and Final AHC Master Calendar schedules.
7. Provides Executive Assistant responsibilities which maintain and update address books and ongoing lists for the annual AHC Conferences, AHC Board of Trustees events, for ongoing AHC communications purposes and for organizing specific programs, events, meetings or conferences by securing meeting/conference facilities, caterers, issuing information or invitations, coordinating speakers, controlling event budgets and processing contract reviews through the General Counsel office.
8. Provides Executive Assistant responsibilities which demonstrate the development and maintenance of a well-organized AHC Executive Services data administration and file retrieval system with the General Counsel office on the AHC Board of Governance responsibilities and the President and Chief Executive Officer files.
9. Provides Executive Assistant support by responding to incoming calls promptly, professionally and courteously, taking accurate messages, following-up on specific actions related to these calls and anticipating opportunities to increase efficiency of workflow within the AHC Executive Services Department. Provides Executive Assistant support which demonstrate arranging travel plans (i.e., flight, car, hotel) as needed and preparing monthly expenses reports for the AHC President and Chief Executive Officer.
10. Provides Executive Assistant support and training with AHCs Executive Assistants who support the AHC System and entity leaders, including co-supervisor of the AHC Legal Administrative Assistant relating to responsibilities provided with the Office of the President and Chief Executive Officer.. Performs secretarial duties such as handling correspondence, filing, drafting letters and messages, and maintaining records for the clinical nurse executive and other executives assuring the security of confidential information.
Coordinates the details of special projects as assigned.
Coordinates appointments, meetings and events.
Assists staff, visitors and patients within scope of authority.
Operates office equipment to support office operations.
works with other executive assistants to provide administrative support for administrative services.
Answers the phone and greets visitors.
Coordinates travel arrangements for the executives.
Bachelor or higher college degree, preferably with healthcare experience.
Minimum of 7-10 years of experience working for a Vice President or C-suite Officer level preferably in the healthcare environment or with an organization which has a fast-paced, high pressure work environment.
Great interpersonal skills to serve as Ambassador of the Office of the CEO.
Politically savvy, diplomatic, consensus-builder, collaborator/team player, self-directed and self-motivated.
Ability to exercise judgment and discretion with confidential information.
Demonstrated leadership skills and ability to cope efficiently, pleasantly, tactfully and cooperatively with AHC and other corporate executives and the public in a busy setting.
Must possess strong organizational skills and the ability to process multiple and complex calendaring requests with quick turn-around confirmations and meeting updates.
Ability to prioritize work with multiple deadlines and coordinate projects.
Ability to process and organize large amounts of data.
Ability to work independently and take initiative with little direction yet providing updates and communications about decisions reached.
Ability to anticipate opportunities to increase workflow efficiency.
Advanced demonstrated PC skills of the Windows-based environment; Internet; GroupWise e-mail (noting transition will be made to Microsoft Outlook or Exchange), Word Excel and PowerPoint.
Advanced knowledge and experience with use of Microsoft Office Suite including Microsoft Project and Microsoft Visio.
Excellent customer service skills.
Excellent and highly-developed telephone/oral/written communication and interpersonal skills
Excellent critical thinking skills, tact and positive can-do demeanor.
Fast-paced atmosphere and environment associated with a C-suite level office setting which includes daily contact with Senior Vice Presidents and other high-level executives both in and out of the AHC system.
Frequent demands and ongoing pressure with short turn-around-times due to time-sensitive and specific deadlines.
Frequent work at personal computer involving focused concentration.
Frequent and ongoing use of judgment that could affect the mission, reputation, clinical, operational and financial impact of the organization.
Ongoing daily detailed communications via telephone and e-mail with employees, physicians, volunteers and partners.
Frequent work at copier/scanner/fax machines involving knowledge of identifying problems and either resolving those problems or placing service call(s).
Light physical effort (lifting/carrying up to 10 lbs.)
Occasion periods of sedentary work.
Occasional walking, bending, lifting, stooping, kneeling and crouching.
Associate or higher college degree preferred
Minimum of 7 years work experience in an office setting required.
Proficient in Microsoft Word, Excel and powerpoint and visio
Ability to work independently and handle a multi-task environment
Strong customer service and organizational skills
Tobacco use is a well-recognized preventable cause of death in the United States and an important public health issue. In order to promote and maintain a healthy work environment, Adventist HealthCare will not hire applicants for employment who either state that they are nicotine users or who test positive for nicotine use.
Adventist HealthCare will withdraw offers of employment to applicants who test positive for Cotinine (nicotine). Those testing positive for cotinine are given the opportunity to re-apply in 90 days, if they can truthfully attest that they have not used any nicotine products in the past ninety (90) days and successfully pass follow-up testing.
Equal Employment Opportunity
Adventist HealthCare is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, or protected veteran status.