Executive Assistant II (TRH)

• Three Rivers, MI
• TRH Admin
• Three Rivers Health
• Full-time - Day - Mon-Friday, hours vary
• Req #: 215597
Posted: March 11, 2025-->

Summary

Reports to the President of Three Rivers Hospital. Responsible for providing general administrative assistance, including scheduling meetings, taking minutes, coordinating travel arrangements, greeting visitors, responding to telephone calls, preparing communications and detailed reports and completing special projects. Position requires initiative, independent judgment, and the ability to interact effectively with personnel at all levels of the organization, community business leaders, and members of the general public.

MISSION, VALUES and SERVICE GOALS

• MISSION: We deliver outstanding care, inspire health, and connect with heart.
• VALUES: Trust. Respect. Integrity. Compassion.
• SERVICE GOALS: Personally connect. Keep everyone informed. Be on their team.

Job Responsibility

Provides administrative assistance by:

• • Manage the executive’s calendar, schedule meetings, and coordinate appointments to ensure an efficient workflow.
  • Prepare and organize meeting materials, presentations, and professional documents.
  • Draft and finalize correspondence, forms, charts, and sensitive reports from notes, dictation, or general instructions.
  • Screen and direct incoming calls, visitors, and inquiries regarding organizational policies and operations.
  • Handle and prioritize incoming communications. Opening, reading, and prioritizing incoming correspondence of the executive; identifying items with specific deadlines, information, and/or reports which are specific to current projects; preparing responses as appropriate.
  • Act as a liaison with physicians, board members, community leaders, and internal stakeholders to relay information, schedule appointments, and resolve inquiries.
  • Coordinate travel arrangements for executives and related parties, including bookings and itineraries.
  • Assist in processing travel expense reimbursements.
  • Support executive-related events and projects, including planning, coordination, and material preparation.
  • Organize and distribute materials for board meetings, committees, and special functions.
  • Assist with site visits from external organizations.
  • Maintain organized record-keeping systems, ensuring confidentiality and compliance with policies.
  • Gather and analyze data for reports, perform calculations, and summarize information and prepare reports as needed.
  • Provide administrative assistance to directors within the executive’s service line as requested.
  • Undertake additional responsibilities and special projects as assigned to support the department's effectiveness.
  • Coordinating, preparing, and distributing materials for Three Rivers Health and Three Rivers Health Board meetings, committees and special Board functions.

Performs other functions to maintain personal competence and contribute to the overall effectiveness of the department by:

• Completing other job-related duties and projects as assigned.

ORGANIZATIONAL RESPONSIBILITIES

• Associate complies with the following organizational requirements:
  • Attends and participates in department meetings and is accountable for all information shared.
  • Completes mandatory education, annual competencies and department specific education within established timeframes.
  • Completes annual employee health requirements within established timeframes.
  • Maintains license/certification, registration in good standing throughout fiscal year.
  • Consistently utilizes appropriate universal precautions, protective equipment, and ergonomic techniques to protect patient and self.
  • Adheres to regulatory agency requirements, survey process and compliance.
  • Complies with established organization and department policies.
  • Available to work overtime in addition to working additional or other shifts and schedules when required.
• Commitment to Beacon's six-point Operating System, referred to as The Beacon Way:
  • Leverage innovation everywhere.
  • Cultivate human talent.
  • Embrace performance improvement.
  • Build greatness through accountability.
  • Use information to improve and advance.
  • Communicate clearly and continuously.

Job Qualifications

Education and Experience

• The knowledge, skills and abilities as indicated below are normally acquired through completion of a Bachelor’s or Associate degree preferred. High school diploma or equivalent; additional training in office procedures, business, or computer skills required. Minimum of five to seven years of progressively responsible Executive Administrative Assistant experience or higher-level Administrative Assistant position, through which knowledge of policies, procedures, and operations, development of administrative skills, and knowledge required to exercise discretion and independent judgment were obtained, is required.

Knowledge & Skills

• Strong administrative skills, including advanced proficiency in MS Office Suite (Word, Excel, PowerPoint, and other essential informational tools) research and internet capabilities.
• High-level organizational skills to manage workflows, priorities, and deadlines effectively.
• Excellent verbal and written communication skills to engage with diverse audiences professionally and confidentially.
• Thorough knowledge of organizational policies and operations to perform tasks independently.
• Demonstrates the interpersonal and communication skills (both verbal and written) necessary to interact effectively with a variety of important and influential people on matters of a highly confidential and/or sensitive nature in a professional, courteous, friendly, and sincere manner.
• Requires a thorough knowledge of Hospital/System policies, procedures, and operations in order to perform administrative duties.

Working Conditions

• Works in an office environment.

Physical Demands

• Requires the physical ability and stamina to perform the essential functions of the position.