Description

Position Summary: The Executive Assistant for the Information Services (iServ) Division provides administrative and operational support to the Chief Information Officer (CIO) and the iServ Division staff. The Executive Assistant is responsible for managing the CIO's calendar, travel, correspondence, and reports, as well as coordinating meetings, travel, events, and projects across multiple departments and business units within the iServ Division. The Executive Assistant also serves as a liaison between the CIO and internal and external stakeholders, ensuring effective communication and collaboration. The Executive Assistant must have excellent organizational, interpersonal, and communication skills, as well as the ability to handle confidential and sensitive information with discretion. The Executive Assistant must also have a strong knowledge of information technology and data analytics, and the ability to work independently and proactively in a fast-paced and dynamic environment.

Essential Job Functions:

• Work closely with the CIO and other members of the Information Services (iServ) Division to implement WestCare’s values, mission, and strategic goals.
• Work with the CIO and staff to build a team-oriented environment that promotes positivity, servant leadership, accountability, collaboration, dependability, diversity, equity, fairness, inclusion, information-sharing, integrity, open-mindedness, and tolerance.
• Manage the CIO's calendar, travel arrangements, correspondence, budget, and reports, ensuring accuracy, timeliness, and compliance with organizational policies and procedures.
• Coordinate and facilitate meetings, events, and projects across multiple departments and business units within the iServ Division, including Business Resiliency, Data Analytics & Business Intelligence, Marketing & Communications, and Information Technology.
• Prepare and distribute meeting agendas, minutes, action items, and other relevant materials, and follow up on the completion and status of assigned tasks.
• Facilitate purchase orders, check requests, and financial reconciliation and reporting for the CIO and iServ team leaders.
• Assist iServ Division team leaders with obtaining and recording monthly key performance indicators (KPIs) and key risk measures (KRMs), and tracking Objectives and Key Results (OKRs).
• Monitor service delivery and other departmental systems, run and distribute reports, and alert the CIO and iServ team leaders of successes and opportunities for improvement.
• Conduct research, analysis, and data collection for various initiatives and reports, and present findings and recommendations to the CIO and other stakeholders.
• Create and maintain inventories, databases, spreadsheets, charts, graphs, and other documents and tools to support the CIO and the iServ Division's operations and objectives.
• Serve as a liaison between the CIO and internal and external stakeholders, including senior management, board members, vendors, and partners, ensuring effective communication and collaboration.
• Handle and respond to inquiries, requests, complaints, and feedback from various sources, and escalate issues as appropriate.
• Assist with shipping and receiving tasks for iServ staff.
• Adhere to WestCare’s policies and procedures.
• Embrace and embody the mission, vision, guiding principles, clinical vision, and goals of WestCare.
• Serve on various workgroups and committees to help devise and implement strategic initiatives.
• Perform other relevant duties as assigned by the Chief Information Officer.

Qualifications

Essential Qualifications:

• A high level of proficiency with the Microsoft Office Suite and various internet-based applications.
• Excellent written and verbal communication skills, with the ability to draft and edit professional documents, presentations, and correspondence.
• Excellent organizational, time management, and problem-solving skills, with the ability to prioritize and task switch effectively.
• Strong emotional intelligence and excellent interpersonal and customer service skills, with the ability to build and maintain positive relationships with internal and external stakeholders.
• Ability to work independently and proactively, as well as collaboratively and cooperatively, in a team-oriented environment in a manner that is pleasant and professional.
• Ability to handle confidential and sensitive information with discretion and integrity.
• Ability to adapt to changing needs and demands, and to learn new skills and technologies quickly.
• Ability to exercise sound judgment and initiative, and to anticipate and meet the needs of the CIO and the iServ Division.
• Willingness to contribute ideas and efforts to the constant improvement of WestCare services.
• Ability to respond as needed to crisis situations in an efficient manner.
• Must have a valid driver’s license and a clean motor vehicle record, as well as carry applicable insurance as required by state law.

Education and Experience:

• Associate’s Degree in information technology, management information systems, business administration, a communications-related field, or equivalent experience.
• At least three years of experience working as an executive assistant or in a similar capacity, preferably in a non-profit or healthcare organization.

Working Conditions:

• Work will primarily be conducted in a professional, office, or program setting. Candidates will sometimes have the opportunity to work remotely in a secure and suitable work environment. Occasional travel may be required to WestCare facilities or other locations.
• A minimum of 40 hours per week is expected, but significantly more hours will be required from time to time. Completion of job duties may require working before and after normal working hours. Regular attendance is required. Being able to work as many hours as is necessary to complete job tasks is a required and essential duty of this position.

Essential Physical and Mental Demands of the Job: The employee must be able to perform the following essential duties and activities with or without accommodation:

Physical Demands:

• Requires mobility and physical activity: Having an adequate range of body motion and mobility to work in an office, residential, or outdoor environment, including standing and walking (even and uneven surfaces), sitting for extended periods of time, bending, twisting, reaching, balancing, occasional lifting and carrying of up to 30 pounds. Use of computer and telephone systems is required which includes coordination of eye and hand, and fine manipulation by the hands (typing, writing, and working with files). Requires the ability to defend oneself and clients in physically abusive situations using approved physical de-escalation techniques.
• Requires talking: Expressing or exchanging ideas by means of the spoken word. Talking is required to impart oral information to employees, clients, patients, and the public, and in those activities in which the employee is required to convey detailed or important spoken instructions to others accurately, loudly, or quickly.
• Requires hearing: Hearing is required to receive and communicate detailed information through oral communication.
• Requires seeing: Clarity of vision at 20 inches or less and at a distance. This factor is required to complete paperwork for many of the employee’s essential job functions and to observe client behavior and activities in and out of the facility.

• The normal work routine involves no exposure to human blood, body fluids, or tissues. However, exposure or potential exposure may be required as a condition of employment. Appropriate personal protective equipment will be readily available to every employee.

Mental Demands:

• Requires the ability to collect and analyze complex numerical and written data and verbal information to reach logical conclusions.
• Requires the ability to work and cooperate with clients, co-workers, managers, the public, and employees at all levels to exchange ideas, information, instructions, and opinions.
• Requires the ability to work under stress and in emotionally charged settings.