EXECUTIVE ASSISTANT-1505

## Executive Assistant
**Job Summary:**
To provide administrative and secretarial support to the Executive Administrative Staff
**Essential Values-Based, Leadership and Management Competencies:**
Demonstrates competencies in line with the five core values that are the foundation of all activities performed by employees to achieve the Mission of Artesia General Hospital

• **Servant Leadership:** Demonstrates competence in serving others and prioritizing their needs.
• **Excellence:** Demonstrates competence in striving for the highest quality in all aspects of work.
• **Respect:** Demonstrates competence in respecting others and valuing their contributions.
• **Virtuousness:** Demonstrates competence in maintaining high ethical standards and integrity.
• **Innovation:** Demonstrates competence in embracing new ideas and technologies to improve healthcare.
• **Community:** Demonstrates competence in fostering a sense of community and collaboration.
• **Education:** Demonstrates competence in promoting continuous learning and development.

**ESSENTIAL FUNCTIONS:**

• Receives and assists visitors, employees, and telephone calls for CEO, CFO, CNO, and COO.
• Types correspondence for CEO, CFO, CNO, and COO to include word processing/typing of letters, memos, forms, contracts, policies and procedures
• Assists CFO with legal matters and data collection
• Completes Provider PTO requests – enter into outlook calendars
• Creates and sends out Administrator on Call schedules
• Orders/Manages office supplies and Sorts/Distributes daily mail, documents, and internal correspondence
• Reviews and collects Administrator signature for completed Expense and Check requests
• Meeting minutes; takes and timely types notes for distribution
• Lead for Setup/Clean-up for luncheons/meetings
• Sets up/Initiates WebEx conferences
• Schedules and maintains travel arrangements for hospital conferences/trainings and physician/director recruitment
• Creates agendas/schedules for meetings and onsite visits
• Reconciles credit card to invoices/charges
• Controls and Manages meeting room schedules (Boardroom, Small Conference, and Classroom)
• Distribute invoices and ensure CFO signs all invoices/POs.
• Basic correspondence & Excel tables for CEO, CFO, CNO, and COO
• Manages Stock in the Board Room
• Lead for stocking copy machine and clean-up of copier room

**ADDITIONAL RESPONSIBILITIES**

• Other duties as assigned.

**KNOWLEDGE/SKILL/ABILITIES:**

• Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point). Adobe Acrobat, and Social Media web platforms.
• Database management skills
• Resourceful, proactive, and detail oriented.
• Excellent written and verbal skills;
• Ability to work well under pressure, adapt to changing responsibilities, and multiple assignments;
• Excellent customer service & organization skills;
• Handle sensitive tasks and documents with complete confidentiality and discretion

**AGE-RELATED COMPETENCIES:** N/A
**Information Management:** Treats all information and data within the scope of the position with appropriate confidentiality and security.
**Risk Management/Quality Management/Safety:** Cooperates fully in all Risk Management, Quality Management, and Safety Activities and Investigations.
**ENVIROMENTAL CONDITIONS:** Work environment consists of daily patient contact, which may include exposure to blood, or other body fluids.
## Qualifications
**MINIMUM POSITION QUALIFICATIONS:**

• **Education –** Associates Degree or equivalent training/experience.
• **Work Experience** - Two years in an executive secretarial level position.
• **Training –** N/A
• **License/Certification** – N/A

**PREFERED POSITION QUALIFICATIONS****:**

• Previous Para Legal Experience.
• Previous Accounting Experience.
• Previous experience in an office setting
• Two years college