Executive Assistant: This 1.0FTE/Full-time position is scheduled to work Monday-Friday.
Compensation: Exempt, $33.37-$47.67/HR
Benefits:
Mason Health provides an excellent benefit package to Part-time and Full-time employees, including:
- Medical, Dental & Vision Insurance
- Retirement/ Deferred Compensation plans
Mason Health will make employer contributions of 8% of your compensation for each pay period that you contribute at least 5% of your compensation.
- Paid Time Off, accrue up to 8 hours of PTO per bi-weekly pay period
- Life Insurance
- Employee Assistance Program
- Mental Health & Wellness resources
- Tuition Assistance Program
Optional or elective benefits include:
- Flexible Spending Account
- Short & Long term disability insurance
Job Summary:
The Executive Assistant performs a variety of technical and complex administrative support duties for a senior-level administrator. Coordinates and performs administrative projects involving research and coordination of data and materials to meet timelines, often involving multiple organization units and outside organizations. Coordinates workflow and support activities for the office and often for programs involving other organization units. The position exercises considerable independence of action in routine administrative and Board matters, preparing reports and correspondence. Work usually involves handling a broad scope of proprietary and private information.
Job Specific Duties & Responsibilities:
Provides confidential and complex administrative support to Chief/Administrator, including but not limited to communications, agendas, meeting minutes, official proceedings, secretarial support, and outreach.Maintains the Chief/Administrator's calendar. Schedules appointments and arranges meetings as directed. Prepares schedules and informs participants, confirms dates and times. Follows up to ensure the Chief/Administrator has the necessary materials and information.Performs and/or supports special initiatives and projects as assigned. Prepares various forms and reports on behalf of the Chief/Administrator. Researches material, resources for information to help the Chief/Administrator's actions in the development of policies, budgets, external reports, and Board requests.Composes and finalizes correspondence, reports, and other written communications often of a confidential nature. Prepares meeting agenda items, agreements, and contracts. Processes contract documents and set up internal routines for monitoring performance.Receives and screens telephone calls, emails, and mail, handling routine-to-difficult matters independently, providing information and solutions that may require sensitivity to the caller or subject matter or routing calls to administrators or other proper source.Arranges various meetings, including but not limited to, Chief/Administrator, department heads, board, and staff meetings. Prepares agenda items, schedules meetings, and informs participants, confirming dates and times. Attends meetings, records, transcribe, and distributes minutes as directed.Develops, updates, and communicates procedures and forms as required by Chief/Administrator.Supports budget creation and administration. Maintains records of approved budgets and assists managing department expenses.Assist in the coordination of events, including but not limited to, retreats, holiday events, hospital week, training sessions, and engagement events for employees.Assist the Chief/Administrator with payroll, timecard approval, and tracking of time-off request. Processes expenses for Chief/Administrator.Maintains records of different contracts and performs annual contract reviews. May assist with insurance or business license renewals.Composes complex correspondence independently on a variety of matters. Writes letters in original formats, reports, and statistical data.Performs general administrative support to the Chief/Administrator’s office that includes filing, maintaining private and confidential information, copying, answering telephones and providing information, and receiving, sorting, screening, and routing of mail.Makes travel arrangements for Chief/Administrator and other top administrators for meetings, conferences, and conventions. Confirms enrollment, arranges transportation, and lodging as required.Assist and participates with other Executive Assistants in various projects, initiatives, and meetings.Other duties as assigned.
Required Education and Experience:
3-5 years of progressive experience at the level of Administrative Assistant or higher, preferably in a hospital environment. Additional higher education may substitute for some experience.Associate’s degree majoring in business, communications, or a related field is preferred.Excellent computer skills. Proficiency in MS Windows and Office (Word, Excel, PowerPoint, Publisher, and Outlook).Extensive calendar management experience is highly preferred.Required Licenses, Certifications and/or Registrations:
May require a valid driver’s license.PI239075197
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