EXECUTIVE ASSISTANT

Description

The Administrative/Executive Assistant at Riverside Healthcare provides comprehensive administrative support to the Vice Presidents. This role is responsible for managing a variety of tasks including word processing, data entry and coordinating activities for the organization and its respective departments. The Administrative/Executive Assistant ensures smooth and efficient operation of the Administration office and must maintain a high level of confidentiality and discretion, demonstrating excellent organizational skills, attention to detail, and the ability to manage multiple tasks effectively and demonstrates flexibility with assignments within professional scope/duties/licensure.

Essential Duties & Responsibilities

Calendar and Staffing Management:

• Manage executive’s calendar, scheduling meetings, appointments, and travel arrangements.
• Coordinate staffing for on-call and office coverage, meetings and events.
  
  

Relationship Management

• Build and maintain strong relationships with internal and external stakeholders.
• Serve as a liaison between executives and other departments.
• Handle inquiries and requests from staff and visitors.
• Coordinate gift arrangements for special occasions or business needs.
  
  

Meeting Coordination

• Organize and facilitate in-person and virtual meetings, including scheduling, logistics, and note-taking.
• Prepare presentations, agendas and materials for meetings.
  
  

Survey Preparation

• Gather materials and assist with the preparation of surveys and meetings, ensuring all necessary documents and information are available.
• Assemble information for reports and surveys, including those required by AHA, IHA, IDPH, bond due diligence and yearly budget for Riverside Healthcare.
  
  

Event Coordination

• Assist in planning and coordinating department or company-wide events.
• Manage event logistics, including budgeting, invitations, and vendor coordination.
  
  

Supply And Expense Management

• Track and manage departmental supplies and expenses.
• Process invoices and reimbursements.
• Maintain accurate records and reports.
  
  

Administrative Support

• Handle general administrative tasks, such as filing, photocopying, and data entry.
• Prepare and edit documents, reports, and presentations.
• Manage email and phone communications.
  
  

Timekeeping

• Track and manage employee timekeeping records.
• Assist with payroll processing and time off requests.
  
  

Correspondence Management

• Draft and respond to correspondence on behalf of executives.
• Manage incoming and outgoing mail.
  
  

File Management

• Organize and maintain physical and electronic files.
• Ensure proper storage and retrieval of documents.
  
  

Documentation And Presentation Preparation

• Prepare presentations, reports, and other documents as needed.
• Assist with the development of executive summaries and talking points.
  
  

Requirements

Preferred Experience

• Preferred Experience Requirements
• Proficient in Microsoft Office Applications (Word, Excel, PowerPoint, Outlook).
• Strong organizational and time management skills, with attention to detail.
• Ability to manage multiple tasks and prioritize effectively.
• Excellent judgment and discretion in handling confidential matters.
• Strong communication skills.
• Team player with a collaborative spirit and the ability to work well with individuals from diverse backgrounds.
  
  

Required Licensure/Education

• None
  
  

Employee Health Requirements

Exposure/Sensory Requirements:

• Exposure to:
• Chemicals: Refer to MSDS Sheets
• Video Display Terminals: Average
• Blood and Body Fluids: None
• TB or Airborne Pathogens: None
  
  

Sensory Requirements (speech, Vision, Smell, Hearing, Touch)

• Speech: Required to communicate during presentations/training, telephone communication, facilitate meetings, communication with visitors/employees.
• Vision: Needed to read memos and literature, read information to input into computer and check computer screen for accuracy.
• Smell: Helpful to note presence of electrical/fire safety.
• Hearing: Needed for telephone communication, meetings, alarms and listening to visitor/employee concerns.
• Touch: Needed to write, computer entry, filing.
  
  

Activity/Lifting Requirements

• Shift: Days
  
  

Percentage of time during the normal workday the employee is required to:

• Sit: 90%
• Twist: 0%
• Stand: 10%
• Crawl: 0%
• Walk: 2%
• Kneel: 0%
• Lift: 1%
• Drive: 0%
• Squat: 5%
• Climb: 0%
• Bend: 4%
• Reach above shoulders: 2%
  
  

The weight required to be lifted each normal workday according to the continuum described below:

• Up to 10 lbs: Occasionally
• Up to 20 lbs: Occasionally
• Up to 35 lbs: Occasionally
• Up to 50 lbs: Not Required
• Up to 75 lbs: Not Required
• Up to 100 lbs: Not Required
• Over 100 lbs: Not Required
  
  

Describe and explain the lifting and carrying requirements. (Example: the distance material is carried; how high material is lifted, etc.):

Lift and carry normal supplies.

Maximum consecutive time (minutes) during the normal workday for each activity:

• Sit: 300
• Twist: 0
• Stand: 60
• Crawl: 0
• Walk: 15
• Kneel: 0
• Lift: 3
• Drive: 0
• Squat: 3
• Climb: 0
• Bend: 25
• Reach above shoulders: 15
• Repetitive use of hands (Frequency indicated): Simple grasp up to 10 lbs. Normal weight: 5-10lbs frequent
• Pushing & pulling Normal weight: Up to 50lbs
• Fine Manipulation: Computer entry, phone dialing, writing, using calculator.
• Repetitive use of foot or feet in operating machine control: None
  
  

Environmental Factors & Special Hazards

• Environmental Factors (Time Spent):
• Inside hours: 8
• Outside hours : 0
• Temperature: Normal Range
• Lighting: Average
• Noise levels: Average
• Humidity: Normal Range
• Atmosphere:
• Special Hazards:
• Protective Clothing Required: None