Executive Coordinator

The Executive Coordinator is responsible for providing support for the Senior Leadership Team of Health at Home. The Executive Coordinator performs a variety of complex and diversified secretarial and administrative duties of a confidential nature including project and event coordination, data and document processing, meeting material preparation and calendar support to executives in the Corporate Office. Serves as an information and communication coordinator; assists with planning and scheduling meetings and appointments; organizes and maintains paper and electronic files; manages projects; conducts research; and disseminates information. Works independently or works with a team of administrative assistants.

1. Supports CommonSpirit Health at Home’s mission to make the healing presence of God known in our world by improving the health of the people we serve, especially those who are vulnerable, while we advance social justice for all. Our mission aligns and supports with that of our parent health system; supports CommonSpirit Health and CommonSpirit Health at Home’s values, strategic goals and high standards of customer service; consistently lives People First Behaviors; and follows the policies and procedures of the organization.
2. Adheres to the Corporate Compliance Program, including confidentiality of HIPAA health protected health information.
3. Proficient in Google Suite including Docs, Sheets, Slides, Chat and Google drive
4. Manages calendars for executive(s), in addition to making travel arrangements to include preparing executive(s) itinerary with all pertinent trip information, coordinating meeting logistics such as room set up, providing printed materials, making meal arrangements, and creating appointments.
5. Coordinate board meetings, includes but is not limited to scheduling and board packet compilation (preparation of draft agenda, minutes from prior meeting, financial statements, and operations
reports).
6. Maintains office efficiency which includes cleanliness and neatness in common areas as well as ordering supplies when needed.
7. Maintains office records; electronic and paper filing system, ensures security of files, ensures effective transfer of files and records, retains, transfers and disposes of records according to retention schedules and policies.
8. Frequently interface at the management level both internally and externally on matters relating to leadership's activities and requirements.

9. Handle requests which require detailed knowledge of department policies and procedures; assist in communicating leadership's requirements and expectations; distribute, update, and manage electronic documents.
10. Help coordinate video teleconference meetings
11. Conduct both primary and secondary research (research trends, collect relevant external data) as needed for departmental issues; perform both routine and ad hoc data analysis, including arranging data into meaningful conclusions using charts, graphs, pivot tables; design and populate Google presentations suitable for use with both internal and external audiences.
12. Creates, modifies and formats reports and presentations.
13. Processing monthly expense reports for executive(s).
14. Responsible for answering the front desk phone and sorting mail.
15. Will be responsible to back-up Office Manager in absence.
16. Must maintain confidentiality in all communications and maintain a positive professional image individually and regarding the company in communications and interactions.
17. All other duties as assigned.

Required Education: High School Diploma or equivalent

Required Minimum Experience: A minimum of 5 years of secretarial/executive assistant experience with management in a Corporate or Healthcare environment required.

Required Minimum Knowledge, Skills, and Abilities: Excellent writing, editing and speaking skills.
Excellent computer skills with knowledge of multiple software programs used by the organization.
Excellent computer skills with knowledge of multiple software programs used by the organization and the ability to type 50 words per minute.
Working knowledge of office equipment.
Highest level of confidentiality required.
Consistently works as a team player.
Excellent planning and problem solving abilities, organizational skills,
detail orientation, and appropriate follow-up
Ability to work without detailed supervision
Able to anticipate change, adjust responses accordingly, and initiate steps to maximize resources toward a common objective
Strong track record of achieving targets
Ability to perform well under pressure and to manage crises
Polished political and diplomatic communication skills
Well-developed social skills, intelligent, clear-thinking, resourceful

Preferred Education and/or Experience: Associate's or Bachelor's Degree