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SalarySUMMARY
Reporting directly to the Vice President ("VP"), Strategy and Care Integration and the Senior Vice President ("SVP"), Chief Legal Officer, the Executive Assistant("EA") works independently performing a wide range of complex and confidential administrative and clerical support duties. The EA serves as the principal point of administrative contact and liaison with internal and external constituencies. The EA must be creative and enjoy working within a small, entrepreneurial environment that is mission- and results-driven. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The EA will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
ROLE RESPONSIBILITIES
Essential and Primary Responsibilities:
Executive Support
Executive Support
- Proactively manage extremely active calendars of appointments, ensuring the Executives schedules are followed and respected; plan and schedule meetings, including video and teleconference calls.
- Work closely and effectively with the Executives to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Act as a "barometer," having a sense for the issues taking place in the environment and keeping the Directors updated.
- Support calendars of appointments for all directors who report to the Executives to support better alignment of team schedules and prioritizing work.
- Assist in organizing team building activities to advance leadership development and enhancing employee engagement.
- Coordinate all meeting logistics such as conference room reservations, catering orders, preparing agendas, meeting materials, and assisting with the creation of presentation materials.
- Assist during meetings by setting up audio/visual, taking minutes, and documenting action items that require follow-up.
- Communicate directly, and on behalf of the Executives; Manage and prepare all correspondence and reports.
- Provide a bridge for smooth communication between the Executives' offices and internal departments; demonstrating leadership to maintain credibility, trust, and support with other executive and senior management staff, physicians, clinical staff and employees.
- Produce information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
- Create and modify documents in Word, PowerPoint, and Excel.
- Conserve Executives' time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications and anticipating needs.
- Oversee and/or arrange special projects and events such as retreats, luncheons/dinners, conferences, and presentations.
- Prioritize conflicting needs; handles matters expeditiously, proactively and follows-through on projects to successful completion, often with deadline pressures.
- Perform appropriate procurement processing activities, expense management, and invoice processing.
- Coordinate programming and logistics for the educating practices program for primary care pediatricians in the community.
- Coordinate travel arrangements and prepare itineraries.
- Complete various projects and ad hoc duties and requests as assigned.
- Reconcile/approve time cards for direct reports.
- Prepare and submit expense reports.
- Assist in reconciling Bank of America corporate card purchases.
- Complete and submit check requests.
Board and Committee Support and Liaison
- Serve as the administrative liaison to the Care Network Governing Board and Care Network Finance, Membership, and Quality Committees and manages activities, which include coordinating meetings, retreats and new Board and Committee member orientations; creating, compiling, assembling, and distributing Board and Committee meeting materials.
- Assist by reserving meeting rooms, setting up audio/visual, taking minutes, documentation action items that require follow up for quarterly Director's Forums, bi-monthly Compliance meetings, monthly hazmat safety meetings, and monthly safety coach meetings
- Assist in the development of materials for planning and facilities committee for the Connecticut Children's Corporate Board of Directors.
- Support the administrative preparation for Strategic Leadership Council, which is a bi-weekly meeting strategic meeting for the VP of Strategy and Care Integration, CFO, CCSG President, COO and CEO of Connecticut Children's
Coordinate all meeting logistics such as conference room reservations, catering orders, preparing agendas, meeting materials, and assisting with the creation of presentation materials.- Assist during meetings by setting up audio/visual, taking minutes, and documenting action items that require follow-up.
- Serve as backup to Chief Legal Officer who serves as secretary to many of Connecticut Children's boards of directors
Position Specific Role Responsibilities
Provide administrative support when executive(s) serve as AOC which may include attending Triples, weekend huddles, assisting with daily operations reports for EMT, and floating with Executive(s) to and from the hospital or offsite locations as needed.
Provide administrative support when the Hospital's Emergency Operations Plan ("HEOP") is implemented. Duties include but are not limited to:
Joining calls upon notification of a HEOP and the command center being opened, assisting with reserving meeting rooms to support command center, setting up audio/visual, taking minutes during HEOP calls or meetings in the command center, and documenting action items that require follow up to support the hospital's operations.
Assist Chief Legal officer and legal department with creation of meetings and correspondence that are under attorney/client privilege.
Assist Chief Legal Officer with highly sensitive information, including coordination of very confidential meetings and delivery of attorney/client privileged work product.
Requirements: Provide administrative support when the Hospital's Emergency Operations Plan ("HEOP") is implemented. Duties include but are not limited to:
Joining calls upon notification of a HEOP and the command center being opened, assisting with reserving meeting rooms to support command center, setting up audio/visual, taking minutes during HEOP calls or meetings in the command center, and documenting action items that require follow up to support the hospital's operations.
Assist Chief Legal officer and legal department with creation of meetings and correspondence that are under attorney/client privilege.
Assist Chief Legal Officer with highly sensitive information, including coordination of very confidential meetings and delivery of attorney/client privileged work product.
EDUCATION and/or EXPERIENCE REQUIRED
Education/ Experience Required: Associates degree with a minimum of five years' experience directly supporting and working with C-suite level executives (preferably in a healthcare setting), or a minimum of seven years' directly-related experience may be substituted for a degree.
Education Preferred: Bachelor's degree strongly preferred.
KNOWLEDGE, SKILLS AND ABILITIES REQUIRED
KNOWLEDGE OF:
SKILLS:
ABILITY TO:
- Advanced level expertise of Microsoft Office suite
SKILLS:
- Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
- Very strong interpersonal skills and the ability to build relationships with stakeholders, including executives, senior leaders, physicians, clinicians, board members and external partners
- Expert level written and verbal communication skills
ABILITY TO:
- Willing to ask questions, anticipate needs, think critically, and offer suggestions
- Highly resourceful team-player, with the ability to also be extremely effective independently
- Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer service and response
- Demonstrated ability to achieve high-performance goals and meet deadlines in a fast-paced environment
- Positive, proactive attitude; Punctual and dependable; Meticulously thorough and accurate
- Able to multitask and adapt to quickly changing priorities
Work Environment:
Fast Paced Environment
