Executive Secretary - Administration - Full Time/Days - Req #1963259412

Job Objective:

Under the supervision of the Executive Assistant to the CEO/Board of Directors, and in support of the Executive Staff, the Executive Secretary performs a wide variety of complex duties requiring a high degree of accuracy, discretion, and professionalism. This position provides secretarial assistance in organizing and controlling the flow of work in order to accomplish the objectives of the department in an expeditious manner. This person must be able to work independently, exercising good judgment, detail oriented, perceptive, and able to anticipate and meet the needs of the Executive Staff.

Duties and Responsibilities:

1. Manage Administration Department Reception Desk
2. 1. Greet visitors, answer phone calls, direct visitors appropriately, document complaints, and maintain the communication flow of the office.
   2. Sort, log, and distribute all incoming mail, distribute weekly checks, identify mail that needs immediate attention and routing for signature.
   3. Order office supplies.
   4. Open up office in the morning, and lock up in the evening.
   5. Place service/facility calls, as needed, to maintain upkeep of office.
   6. Maintain and document orderly systems at Administration front desk for ease in understanding by the replacement coverage during lunch and vacations.

1. Provide Administrative Support to Executive Staff and Executive Assistant to CEO/BOD
2. 1. Support CEO during absence of Executive Assistant.
   2. Demonstrate respect for privileged and confidential information.
   3. Prepare correspondence, memos, and reports utilizing Microsoft programs.
   4. Prepare expense forms, travel authorizations and check requests.
   5. Screen telephone calls and visitors. Manage multiple telephone lines.
   6. Maintain calendar and make travel arrangements; prepare itineraries, and travel packets; facilitate reconciliation following travel, including reimbursement for allowable expenses.
   7. Perform general clerical duties to include but not limited to: photocopying, faxing, mailing and filing.
   8. Take meeting minutes of various committees, as needed and approved.
   9. Assist with special projects, as needed.
   10. Maintain hard copy and electronic filing system using confidential practices at all times.

Non-Essential Duties:

• Direct the general public to the appropriate staff person and/or department location.
• Other duties as assigned by the Executive staff.

Knowledge, Skills and Abilities:

Knowledge

• Demonstrated knowledge of English usage, spelling, grammar and punctuation.
• Demonstrated knowledge of secretarial procedures and practices.
• Broad knowledge of clerical and accounting principles and practices.

Skills

• Strong applications skills in the development of presentations, charts, graphs, databases and spreadsheets.
• Proficient in the use of Microsoft Office Suite.
• Good planning, time-management, and decision-making skills.
• Good analytical and problem-solving skills.
• Excellent oral and written communication skills.
• Excellent interpersonal skills and strong customer focus.
• Notary preferred for AVHD business matters, as needed.

Abilities

• Ability to type 60 words per minute.
• Ability to perform mathematical calculations.
• Ability to use diplomacy and discretion when giving out information and when referring and directing callers and visitors.
• Ability to operate standard office equipment.
• Demonstrated ability to work in a fast-paced team environment handling multiple priorities with a high degree of accuracy.
• Demonstrated ability to exhibit a high level of confidentiality.

AVH Values: All AVH employees will effectively demonstrate these values:

• Patients Come First - We listen actively and communicate with our patients and families, placing safety as a top priority.
• Accountability & Ownership - We fully complete tasks, are transparent, effectively communicate, and recognize that what we do reflects on us.
• Teamwork - We build trusting relationships, promote a sense of community, and are respectful of everyone. Success is about the whole team.
• Integrity & Honesty - We tell the truth at all times, speak up when something is wrong, and do the right thing when no one is looking.
• Excellence - We take pride in our work, are goal-oriented, and on a never-ending quest for top tier quality.
• Initiative & Innovation - Our can-do attitudes, creativity, and resourcefulness empower us to improve the patient's experience, solve our own problems, make timely decisions, and look for opportunities to add value.
• Tenderness & Compassion - We have genuine empathy, show kindness, and encourage and advocate for each other.

Education and Experience:

Education

• High School diploma is required.
• Associate's degree

Experience

• 3-5 years of upper level management support required.
• Prior experience working with executive management strongly preferred.

Required Licensure and/or Certifications:

• None

AVH Conduct/Compliance Expectations:

• Ability to adhere with AVH Absenteeism and Tardiness Policy
• Ability to adhere with AVH Leaves of Absence Policy
• Ability to adhere with AVH Paid Time Off (PTO) Policy
• Ability to adhere with AVH Recording of Hours Worked Policy
• Ability to adhere to the department dress code
• Ability to organize work and establish priorities
• Ability to expand on own initiative in performance of duties
• Skill and ability to follow the telephone etiquette/standards
• Conforms to AVH Standards of Excellence
• Ability to function effectively under pressure and meet time parameters
• Ability to communicate effectively while maintaining good working relationships with co-workers, managers and other hospital staff
• Ability to adhere to the normal standards of courtesy and conduct as defined under the rules of hospitality at AVH
• Ability to maintain the confidentiality of patient, hospital and department information
• Ability to adhere to safety rules and regulations
• Safely and effectively uses all equipment necessary to carry out duties
• Ability to interpret and function under hospital and department policies and procedures
• Conforms with required and appropriate JCAHO requirements
• Conforms with and supports hospital quality assurance and improvement guidelines
• Ability to participate effectively in department and hospital staff education
• Display a willingness to work as a team player
• Ability to give and support the highest level of patient/customer satisfaction at all times
• Supports and adheres to the values and mission statement established by the AVH Board of Directors
• Ability to demonstrate knowledge and understanding of the Compliance & Integrity Program and its established policies.
• Ability to follow the Code of Conduct

Physical Requirements and Working Conditions:

• Work is performed in a fast paced office environment
• Work requires frequent visits to conference/office locations within the hospital and at outlying departments & facilities.
• Must be able to used standard office equipment, sit, and walk to meetings.
• Able to lift/carry up to 10 pounds

A detailed description of the physical requirements of this job is maintained in the Employee Health Department.

NOTE: THE ABOVE STATEMENTS ARE INTENDED TO DESCRIBE THE GENERAL NATURE AND LEVEL OF WORK PERFORMED BY PEOPLE ASSIGNED TO THIS JOB. THIS DOCUMENT IS NOT INTENDED TO BE AN EXHAUSTIVE LIST OF ALL RESPONSIBILITIES, SKILLS, AND WORKING CONDITIONS FOR THE PERSONNEL SO CLASSIFIED.