Executive Assistant

Position Summary:

The Executive Assistant supports the daily operations of Harlan County Health System (HCHS) by providing administrative support to the leadership team, assisting with administrative support to the Marketing Director, and assisting with human resources coordination. This role is pivotal in fostering organizational efficiency, ensuring smooth communication, and maintaining high standards of professionalism and confidentiality.

Essential Job Functions:

Administrative Support:

• Provides administrative assistance to the CEO.
• Schedules and coordinates meetings, prepares agendas, and records minutes.
• Supports board meetings by preparing materials, managing logistics, recording minutes, and ensuring follow-up on action items.
• Manages correspondence, reports, and presentations in an accurate and timely manner.
• Serves as a central point of contact for external inquiries and internal communication.

Foundation Support (Administrative):

• Assists with maintaining donor records, donor communication and tracking contributions.

Human Resources Coordination:

• Assists with HR-related activities, including maintaining personnel records and scheduling interviews.
• Supports onboarding processes by assisting with the coordination of online paperwork and new hire orientations.
• Provides general HR support and ensures the confidentiality of employee information.

Organizational Communication and Collaboration:

• Facilitates effective communication across departments to ensure alignment with organizational goals.
• Collaborates with the leadership team to support special projects and initiatives.
• Maintains a professional demeanor when interacting with staff, patients, and visitors.

Event Planning and Coordination:

• Organizes and coordinates organizational events, including meetings, luncheons, and training sessions.
• Ensures event logistics, including catering, room setup, and technology needs are handled efficiently.

Other Duties as Assigned:

• Performs other duties as required to support the mission and operations of HCHS.

Qualifications:

Education and/or Experience:

• An associate degree in business administration, healthcare administration, or a related field is preferred.
• A minimum of 2 years of administrative experience, preferably in healthcare or nonprofit settings, is preferred.
• Experience with fundraising, event coordination, or HR support is a plus.

Skills and Abilities:

• Excellent organizational and time management skills.
• Strong verbal and written communication abilities.
• Proficiency in Microsoft Office Suite and familiarity with database management systems.
• Ability to maintain confidentiality and handle sensitive information professionally.

Supervisory Responsibilities:

None

Physical Requirements:

• Ability to sit for extended periods of time while working at a computer or desk.
• Regularly required to talk or hear, and frequently required to use hands to type, handle, or reach for office tools and equipment.
• May occasionally be required to stand, walk, and lift or move items up to 20 pounds.
• Specific vision abilities required include close vision, distance vision, peripheral vision, and the ability to adjust focus.
• The noise level in the work environment is usually quiet to moderate, typical of an office setting.

Working Conditions:

• Primarily works in an office setting.
• The noise level in the work environment is usually low to moderate.
• May occasionally visit other areas within the facility or external locations for meetings or other work-related activities.

Core Values:

This role supports and exemplifies Harlan County Health System’s core values:

• People: Foster teamwork and respect throughout the organization.
• Service Excellence: Deliver high standards of service and exceed patient expectations.
• Responsibility: Demonstrate accountability for tasks and alignment with organizational goals.
• Quality: Ensure the highest level of patient care and operational service.
• Communication: Promote open and effective communication within the team and across departments.
• Innovation: Encourage and support new ideas and process improvements within the department.
• Safety: Maintain a safe environment for patients, staff, and visitors.

Security/Access:

• Will have access to facility 24 hours a day
• Will have access to confidential information abiding by the organization’s privacy policies and regulations concerning this information
• All Harlan County Health System users will be given access to the organizations network to the level required to perform their specific duties. Some users will require access to job specific systems, the authorization of these systems will be granted but the department director or the IT.

Patient Age Groups Served:

• All

Other Duties:

The above statements reflect the general details considered necessary to describe the essential functions of the job as identified and shall not be considered a detailed description of all work requirements that may be inherent in the position. Duties, responsibilities, and activities may change, or new ones may be assigned at any time, with or without notice. Perform other duties as assigned or requested.

Equal Employment Opportunity:

Harlan County Health System (HCHS) is an equal-opportunity employer. We are committed to creating a diverse and inclusive workplace that values the contributions of all employees and applicants. We do not discriminate based on race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, genetic information, or any other protected characteristic as established by law.

We are dedicated to providing equal opportunity in all employment practices, including recruitment, hiring, promotion, training, compensation, benefits, and all other terms and conditions of employment. HCHS believes that diversity in our workforce enhances our ability to provide quality healthcare and supports our mission of serving the community.

If you need assistance or an accommodation due to a disability, please contact our Human Resources department to discuss your needs.