Executive Assistant and Onboarding Specialist

At The CORE Institute, we are dedicated to taking care of you so you can take care of business! Our robust benefits package includes the following:

• Competitive Health & Welfare Benefits
• Monthly $43 stipend to use toward ancillary benefits
• HSA with qualifying HDHP plans with company match
• 401k plan after 6 months of service with company match (Part-time employees included)
• Employee Assistance Program that is available 24/7 to provide support
• Employee Appreciation Days
• Employee Wellness Events
  
  
  

Essential Functions:

• Monitors the current status of the work for the CISH Chief Executive Officer.
• Supports the CEO and CISH Senior Leadership Team by anticipating administrative needs with gathering records, reports, correspondence, or other specific information.
• Assists in preparation for meetings and proactively assists the CEO in his/her duties.
• Manages the distribution of mail for the hospital, senior leadership team and for the CEO directly.
• Prepare agendas, minutes and presentations and ensure prepared in a timely and effective manner.
• Acts as administrator for the Policy and Procedure online database for the hospital.
• Arranges appointments, meetings, and conferences. Contacts the appropriate individuals to attend. Proactively assists the CEO in all matters pertaining to effective time management.
• Attends meetings or conferences as assigned in order to take meeting minutes.
• Handles variety of matters involving contact with various staff, board members, physicians, committees, government agencies and the public.
• Answers and screens telephone calls. Returns telephone calls as needed for senior leader team and CEO. Composes correspondence and distributes it to appropriate individuals.
• Assists with compiling projects, strategic plans and financial reports as assigned. Organizes all electronic and paper files associated with the CEO position.
• Provides administrative support for the CISH Human Resources department including (but not limited to): supporting recruiting and onboarding processes, tracking/monitoring employee certifications and licensure, tracking/monitoring hospital education efforts, and supporting activities for the hospital’s Trip Reduction Plan with Maricopa County.
• Maintains strictest confidentiality. Handles confidential matters concerning policies or practices.
• Manages the electronic and hard copy filing of all contracts, legal and corporate documents.
  
  
  

Human Resources Coordination

• Support the onboarding and new hire process including but not limited to sending communications to new hires and the completion of new hire paperwork.
• Assist with interview scheduling and/or screening.
• Proactively handle any barriers to initiate employment.
• Creates onboarding and training schedules. Works collaboratively with other departments and the onboarding/offboarding needs to ensure a smooth transition and orientation.
• Create and maintain employee security access badges.
• Supports the onboarding process with HR including New Hire Orientation coordination.
• Maintain job description database for employees.
• Responds to general HR requests including HR Service Tickets.
• Submit expense reimbursement requests pertaining to licensure/certification approvals or CME requests.
• Performs other duties as assigned.
  
  
  

Education:

Associate degree with two years of experience. Bachelor’s degree preferred. Multiple years of experience may be considered in lieu of a degree.

Experience:

• Minimum of four years administrative experience supporting Executive level position, preferably the company CEO or other high level executives.
• Knowledge of healthcare sector.
• Arizona Notary is preferred.
  
  
  

Knowledge:

• Knowledge in managing calendars, and organizing small events
• Knowledge of best practices and ability to provide excellent support services.
• Knowledge of business tools and software to include databases, Outlook, Word, Excel, Power Point, Teams, and Smartsheet or similar project management tools.
• Knowledge of research methods and procedures to compile data and prepare reports.
• Knowledge of recruiting and onboarding practices preferred but not required
• Knowledge of grammar, spelling and punctuation.
• File management.
  
  
  

Skills:

• Skill in taking meeting minutes.
• Organizational skills for self and those he/she supports
• Flexibility and adaptability in a fast-paced environment
• Must be able to maintain the strictest confidentiality
• Well-organized with special attention to detail
• Excellent written and verbal communication skills
• Proficient in Microsoft Office programs, Outlook, Word, Excel, PowerPoint, Teams.
• SmartSheet or project management software preferred
• Ability to work under pressure, and adhere to deadlines.
  
  
  

Abilities:

• Ability to establish and maintain effective working relationships with employees and the public.
• Ability to work under pressure, communicate and present information.
• Ability to manage multiple demands and tasks and prioritize with minimal supervision
• Ability to exercise initiative, problem-solving, good judgement and decision-making.
• Demonstrates exceptional customer service and can-do attitude in a positive manner.