Executive Coordinator to CEO

1. Provide executive level clerical support to the Chief Executive Officer, Senior Leadership, and Medical Staff

• Complete a broad variety of administrative tasks for the CEO including managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is often confidential and arranging complex itineraries and agendas.
• Prioritize conflicting needs; handle matters expeditiously, proactively and follow through on projects.
• Must be flexible and possess outstanding problem-solving skills.
• Attend all meetings as requested by the CEO. Compose and deliver meeting agendas, minutes and other relevant documentation as directed in a timely manner.
• Maintain mailing lists, telephone lists, and mailing labels for various boards, committees, task groups, etc.
• Establish and maintain a functional filing system.
• Assists all team department members as needed.
• Assist legal to gather needed documents and the coordination of schedules for depositions when/if needed.
• Processes and organizes files and information for physicians requesting privileges for review by appropriate staff and committees.
• Facilitates and processes medical staff appointments, reappointments, credentialing and renewal of privileges to appropriate physicians.
• Prepares agendas, records minutes, and attends all medical staff meetings.
• Manages the business of medical staff and coordinate continuing medical education programs and activities.
• Maintains the physician directory.
• Assists with orientation for all new medical staff.
• Coordinates travel for provider CME.
• Manage Organization On-Call Calendar.

2. Responds to requests in a timely manner to allow for accurate and efficient flow of correspondence.

• Facilitate communication by providing information to all customers by phone, pagers, or other communication media in a professional manner.
• Compose routine correspondence and other materials from verbal/written instruction.
• Receive, classify, reconcile, consolidates and/or summarizes information.
• Maintain a high level of confidentiality referencing verbal and written communication. Share information only with those who have a need to know.
• Contact external customers or suppliers to provide or obtain information.

 3. Schedule meetings and update calendars to ensure appropriate personnel are available to attend meetings and other scheduled events.

• Coordinate and maintain meeting and appointment schedule for CEO.
• Attend meetings and keep and distributes minutes as requested by CEO.
• Coordinate meetings to include participant notification and facilitation of special requirements (room, audio-visual, catering, etc).
• Prepare conference packets for CEO and/or Board Members attending conference.

 4. Supports fiscal or data related needs for department(s).

• Maintain, compile and compute basic/standardized statistical, numerical and/or computerized reports, following established guidelines.
• Order, maintain and restock all office supplies as required.
• Maintain an accurate listing of supplies to meet MSDS requirements.
• Assists with fiscal related responsibilities as assigned (e.g., billing, reconciling, supply cost, cost containment, etc.).

 5. Provides positive customer service.

• Give positive first impression by greeting all patients, visitors, guests, and employees with a warm friendly welcome & acknowledge every person as a guest in our facility.
• Work with positive attitude and show commitment to co-workers and facility.

 6. Performs other duties as assigned

• Maintenance:
  • Works with Maintenance leader to coordinate and facilitate projects throughout the organization.
• Organizational Help:
  • Point person to assist staff for direction and/or questions throughout the organization.