Executive Administrative Assistant

POSITION DETAILS

Full-time with benefits; 80 hours per 2-week pay period, working days Monday-Friday. 

JOB SUMMARY

The Executive Administrative Assistant is responsible for supporting the administrative team including the Chief Executive Officer (CEO), Chief Financial Officer (CFO), CCO/CNO and Associate Chief Nursing Officer (ACNO). Additionally, the Executive Administrative Assistant supports the Board of Directors to ensure efficient office operations.

MAJOR JOB FUNCTION

Administrative Support:

1. Provides triage of external phone calls and voicemails for the CEO. 
2. Supports the administrative suite with reception duties to include but not limited to managing incoming phone calls, mail delivery routing to include external (back-up duty) and internal sources, and supply management.
3. Performs duties as assigned for all nursing departments and other departments (i.e. Infection Prevention, Pharmacy, Quality, etc.).

Scheduling/Organization:

1. Maintains CEO’s calendar, including meeting requests and scheduling correspondence.
2. Coordinates monthly departmental and special meetings for administrative team members
3. Able to complete projects and duties in a timely and dependable manner.
4. Develops and maintains hospital wide calendars and call schedules for various departments.
5. Assist with or lead team projects as appropriate.

Document Preparation and File Management

1. Attends various committees within the organization and assists with the management and/or creation of agendas, attachments, and meeting minutes.
2. Processes correspondence, reports and projects.
3. Maintains electronic and physical files for the administrative team, multiple departments, and Board of Directors.
4. Handles confidential information in a professional and discreet manner.
5. Coordinates the Annual Corporation Meeting notice/documents for the Board of Directors.

Data Entry and System Management:

1. Back up administrator of the policy review system.
2. Back up administrator of an electronic scheduling software system.
3. Back up assistant for our intranet Health Connect webpage.

Performs other duties as assigned.

STANDARDS OF BEHAVIOR

1. WORK ETHICS STANDARD: Affirm a commitment to making the Tomah Health work environment better through: patient advocacy, continuing education, and valuation of each individual person.
2. COMMUNICATION STANDARD: Affirm a commitment to use open and honest communication with all Tomah Health customers (in-house & community-wide) through: basic customer courtesy (phone, written, face to face) and active listening.
3. TEAMWORK STANDARD: Affirm a commitment to be a proud, dependable Tomah Health TEAM member through: basic customer courtesy, patient advocacy, flexibility, and valuation of each individual person.
4. QUALITY STANDARD: Affirm a commitment to provide respectful, compassionate, quality care with integrity to all Tomah Health customers (in-house & community-wide) through: job excellence, patient advocacy, and self-dignity.
5. PROFESSIONALISM STANDARD: Affirm a commitment to professional conduct towards all Tomah Health customers (in-house & community-wide) through: collaboration, teamwork, appearance, environment, and valuation of each individual person.
6. ATTITUDE STANDARD: Affirm a commitment to maintain a positive, professional perspective towards all Tomah Health customers (in-house & community-wide) through: honest feedback, confidentiality, basic customer courtesy, and valuation of each individual person.

EDUCATIONAL REQUIREMENTS

1. High school diploma or equivalent required.
2. Minimum of 3 years of executive secretarial experience and/or an Associate Degree in Administrative or Medical Secretarial Science or equivalent required.

QUALIFICATIONS/SKILLS

1. Excellent verbal and written communication skills.
2. Excellent human relation skills as demonstrated by the ability to interface positively with all customers and employees.
3. Must have the ability to work with frequent interruptions, under stress and with minimal supervision as well as being able to maintain multiple projects.
4. Need to possess strong organizational skills.
5. Needs to possess a high level of intelligence, integrity, sense of responsibility and ability to comprehend and analyze details.
6. Excellent computer and typing skills a must.

JOB REQUIREMENTS

1. Frequently required to stand, walk and reach with hands and arms, stoop, kneel and/or crouch.
2. Requires extended periods of sitting in one position and frequent computer use.
3. Must occasionally lift and/or move up to 25 pounds.

WORKING CONDITIONS

Must understand and accept the possibility of exposure to inside environmental conditions, such as infectious/communicable diseases, noise, blood and bloodborne diseases, chemicals and/or chemical fumes, odors, gases, and dust. Must be able to function effectively under stressful situations.