Executive Assistant - CMO/CNO

Summary of Position:

Provide executive administrative support for the Vice President/Chief Medical Officer and Vice President/Chief Nursing Officer and their leadership team members as appropriate. Manages the office functions for assigned executives, ensuring effective communication and organization to allow the executives to effectively execute strategies and provide leadership in their assigned areas. The executive assistant carries out all functions with an emphasis on confidentiality and effective problem resolution.

Position Responsibilities:

• Provide day-to-day Executive functions for the Vice President/Chief Medical Officer and medical staff as needed. Including but not limited to: managing all office systems and coordinating the schedule of the VP/CMO and other executives. Manage internal and external meetings, special arrangements, and conference registration and advance preparations. Coordinate with the SHMG Executive Assistant for their annual meeting to include the General Medical Staff meeting, act as primary contact for and assist VP/CMO in office projects. Coordinator for ordering lab coats for physicians, advanced practice providers (APPs) and other clinical departments. 
• Manage office systems and coordinate the schedule of the Vice President/Chief Nursing Officer, including setting up and maintaining files, appointments and documents needed, internal and external meetings, special arrangements, and advance preparations as needed. Liaison with outside vendors wishing to contact the VP/CNO or her team. Coordinate the flow of communication for the VP/CNO and directors as needed. Provide monthly meeting support for PCS. Assist with onboarding of new directors who report to VP/CNO as needed. 
• Coordinate weekly Hospital News Update Teams meeting, prepare PowerPoint with information, analyze infectious disease data and chart it, as well as hospital census with charts.
• Provide assistance as needed for the Saratoga Hospital Medical Group, the President of the Medical Staff and any officers, department or committee chairs of the Med Staff.
• Coordinate fiscal responsibilities of CMO/CNO offices; manage invoices in Workday and assist with the yearly budget for the VP/CMO and VP/CNO as appropriate. 
• Coordinate the Emergency Department call schedules and maintain on QGenda system. Acts as main contact for contract with QGenda and help to negotiate pricing.  Act as main superuser/administrator for QGenda and train new users on the system as needed.
• Manage provider agreements and contracts through Meditract and coordinate monthly reports for CMO/CNO presentation to MEC.
• Receive and document customer communications. Assist the Quality and/or Risk Management Department by reporting additional communications and clarifying details.
• Provide immediate technical support for the President’s office, including VP/CMO, VP/CNO and their direct reports for computer programs, virtual meetings, and Apple technologies. 
• Assist with Magnet Days Away/Nursing Excellence Days Away, contact venue and arrange contract, food and technologies

Other Duties and Responsibilities:

• Provide coverage and assistance to the Executive Assistant to the President/CEO and the Executive Assistant to the VPs of Operations and Clinical Operations for Physician & Ambulatory Services Administration.
• Participate in committees as assigned by the VP/CNO.
• Assist administratively with the planning and implementation of projects through coordination of project team efforts to establish goals and deliverables, define tasks and required resources, manage project team, manage project budgets, allocate project resources, create a project schedule and timeline, and report on project status.

Minimum Qualifications:

Associate Degree required, Bachelor's Degree preferred. A minimum of 3 years in progressive levels of administrative and/or executive support roles is also required.  Competitive candidates will have experience providing administrative and organizational support to project planning and project management teams.

Certification / License: 

The selected candidate will have one year from the date of hire to secure a Notary Public license.

Other Required Skills and Attributes:

• Excellent organizational skills
• Effective written and oral communication skills
• Effective critical thinking skills  
• Proficient in all Microsoft programs: Word, Excel, PowerPoint, Visio, Outlook and Teams
• Mastery level of office and computer skills and ability
• Ability to prioritize
• Ability to work independently
• Demonstrates a high quality and/or quantity of typing, grammar, and composition of correspondence
• Demonstrates attention to detail
• Demonstrated the ability to effectively handle confidential information in a professional manner.
• Exercises initiative and flexibility
• Proficient in researching information
• Effective problem-solving skills
• Ability to handle multiple priorities simultaneously

Salary Range: $23.76 - $30.01

Pay Grade 27

Compensation may vary based upon, but not limited to: overall experience and qualifications, shift, and location.