Executive Assistant

Position Summary

The Executive Administrative Assistant provides administrative support to the Chief Operating Officer and other members of the Leadership Team. Coordinates and supports key committees, provides marketing assistant support and development of materials, coordinates updates and maintains policy and procedure manuals, and coordinates provider credentialing/privileging applications.

Essential Job Functions and Responsibilities

• Provides daily administrative support to the Chief Operating Officer, including but not limited to typing letters and documents, faxing documents, arranging meetings and phone calls, etc.
• Coordinates meeting scheduling, agendas and minutes for GIA Board meetings, leadership council, safety committee, risk management committee, employee activities committee, and other committees as assigned.
• Purchases supplies for various departments.
• Organizes catering for various meetings held internally.
• Serves as liaison with patient satisfaction survey companies to submit data, compile results and track alerts.
• Updates and maintains policy and procedure manual, facility contact list, GIA website, Health Grades website, and other documents and/or sites critical to the overall operation of GIA.
• Manages Social Media (Facebook) page and responds to patient comments and reviews.
• Manages company apparel store.
• Coordinates marketing projects and works with outside vendors as assigned; including website maintenance and development, drafting and submitting press releases, development of community and patient education materials.
• Prepares credentialing applications, coordinates, and organizes the appropriate data/documents with both internal and external contacts. Manages credentialing files and serves as a first point of contact.
• Audits and prepares completed credentialing files for review by COO and GIA BOD. Follows up on all credentialing and privileging related matter after BOD meetings.
• Completes projects in Microsoft Word, Excel, PowerPoint, and Adobe Acrobat Pro.
• Manages and coordinates Security Awareness and New Hire training for employees through KnowBe4.
• Assists in the coordination and planning of all GIA events (including but not limited to purchasing / picking items up, tracking expenses, managing catering, creating and distributing event communication, etc.)
• Assists in the on boarding of physicians and APP's. Coordinates schedules, orientation and necessary training (including AWH orientation/training).
• Purchases physician scrubs, lab coats, and coordinates embroidery.
• Coordinates conference travel planning, flights, lodging, etc. and distributes information to involved parties. Audits reimbursement requests upon staff members return, and enters CEU Certificates in database.
• Manages, tracks, and communicates with BOD, requests for external donations and/or sponsorships.
• Coordinates marketing for sponsorship approvals and responds to request denials.
• Coordinates the facility management with contractors, tracks and enters maintenance work orders, and assures quarterly maintenance is scheduled.
• Assists in reaccreditation surveys with the Joint Commission and AAAHC.
• Provides administrative support to other areas, as needed (i.e. fiscal, human resources, etc.)
• Performs other duties as assigned.

Minimum Qualifications

• Education
  • Associate Degree in an Administrative, Marketing, or related program preferred.
• Licensure/Certification
  • n/a
• Experience
  • Three years of experience as an administrative/executive/marketing assistant highly preferred.