What are the responsibilities and job description for the Executive Assistant - Administration - Defiance Hospital - Full Time position at ProMedica?
Position Summary
Perform diversified administrative/secretarial duties. Maintains a close and highly responsive relationship to the day-to-day activities of the staff. Deals discreetly with sensitive, confidential information.
Accountabilities
*All duties listed below are essential unless noted otherwise*
Perform diversified administrative/secretarial duties. Maintains a close and highly responsive relationship to the day-to-day activities of the staff. Deals discreetly with sensitive, confidential information.
Accountabilities
*All duties listed below are essential unless noted otherwise*
- Draft, type, and proof a variety of materials: e.g., correspondence, manuscripts, reports, charts, minutes of meetings, etc. Edit and make copies. Collate, assemble, and summarize reports and documents.
- Coordinate Executive’s meetings and meeting preparation. Schedule committee meetings and arrange for rooms. Take and type minutes of meetings.
- Make travel arrangements for Executive, order tickets, make and confirm lodging and airline reservations, car rental, and prepare travel and expense reports.
- Processes purchase order requisitions, invoices, check requests, and other departmental orders for services or goods needed.
- Manage and produce KPI reporting for the dental and vision plan.
- Provide research and administrative support on special projects. Prepare data on projects and studies such as updating procedure manuals or analyzing department activities.
- Assist with proposal creation and presentation preparation.
- Assist with the finalization of Plan documents including working with the team involved in the filing and implementation process.
- Prepares bi-weekly payroll as needed within the department.
- Open, review, and distribute interoffice and external mail. Bring priority items to the Executive’s attention. Respond to correspondence on own initiative. Answer office phone, screen, and direct calls.
- Interact with board members, executive staff, and community members as needed on the executive’s behalf.
- Available to assist with Board management, meeting scheduling, reporting and agenda preparation, and minute taking.
- Schedule and greet office visitors. Respond to calls and visits from employees, patients, and families. Determine the urgency of the situation. Determine and suggest appropriate referrals from knowledge gained in previous situations. Decide emergency needs to interrupt, and prioritize problems for referrals and appointments.
- Maintain and assist in the creation of company policies, job descriptions, procedures, objectives, quality assurance, and safety.
- Maintain vendor and department records and files.
- Attend meetings as required. Participate on committees as directed.
- Other duties as assigned.
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