Executive Assistant

Position General Summary:

This position is a Non-Essential position. Employees hired into this position should contact their immediate supervisor/manager for directions on reporting to work during periods of poor environmental weather and road conditions.

This position is NOT eligible for a remote or hybrid work arrangement.

Typical work hours will be Monday-Friday 8:00am – 5:00pm. May require some additional after hours or weekend work as well.

Position Duties and Responsibilities:

This position reports to the Utilization Director of a Healthcare company that has been given the primary responsibility for assisting and directing daily operations of the required functions as given.

This position:

• Maintains constant contact with the Utilization Director
• Is responsible for management of the Utilization Director’s family activities including:
  • Student-related paperwork
  • Extracurricular activities
  • Communication with school officials
  • Travel arrangements
  • Other tasks as assigned by the Utilization Director
• Interprets and implements daily schedules and activities for Director of Utilization and her family.
• Generates a variety of correspondence (i.e. memos, letters, meeting agendas, electronic transmissions, etc) to personnel both internal and external to the Company
• Anticipates and solves problems associated with the various tasks and responsibilities of the Utilization Director
• Manages key communications to ensure timely responses and makes on-the-spot decisions on the appropriate action to be taken when the Director is away
• Arranges appointments and travels for the Director and her family as necessary by exercising good judgement in visit preparations, and arranging the travel/schedule itineraries and hotel accommodations.
• Makes decisions independently to assure calendar is managed for the Director
• Arranges refreshments and luncheons by determining menu and venue(s) as needed.

Facility General Responsibilities:

• Attend facility new hire orientation as scheduled by HR
• Complete Department Orientation Initial Competency within 7 days of hire date
• Complete Department Initial Skills Competency within 90 days of hire date
• Follow facility and OSHA safety rules and procedures
• Respect cultural and religious practices of patients from all backgrounds
• Follow HIPAA regulations at all times
• Be punctual and dependent for assigned shifts
• Dress within the dress code requirements of the facility
• Follows Hospital Wide and Department Specific policies and procedures
• Must interact with physicians, guest, staff, and patients pleasantly, cooperatively, and effectively
• Must be able to pass drug screens, both pre-employment and throughout duration of employment

Knowledge, Skills, and Abilities:

• Completion of higher education degree in applicable field.
• Ability to exhibit maturity, exercise independent judgment, show sensitivity to confidential functions of the role, retain that confidentiality, multitask, take initiative, solve problems, and communicate effectively and efficiently (verbal and written).
• Must be extremely organized.
• Proficient or willing to learn Excel, word processing, PowerPoint, email/Internet-related navigation and technology equipment/software utilization.

Position Requirements: Education, Work Experience, Licensure, Certifications:

• High School diploma or equivalency with preferred administrative/office management experience; or graduation with an associate’s degree in Secretarial Science
• Current unrestricted Driver’s License

Working Conditions:

Statement of Non-Inclusivity:

This job description has been designed to indicate the general nature and level of work being performed by the employee within this classification. It is not designed to contain or be interpreted as a comprehensive list of all duties, skills, responsibilities, and qualifications which may be required of or given to any employee assigned to the position. The skills, duties, requirements, and responsibilities outlined in this job description may be changed or added to when deemed appropriate and necessary by the company or the person who is designated to be managerially responsible for this position. Receipt of the job description does not imply nor create a promise of employment, nor an employment contract of any kind. Employment with the company is an at-will relationship.