Executive Assistant to CEO/CFO/DOF - Heywood Hospital

40 hours/week- Monday through Friday

Essential Functions

• Provide administrative support to Board of Trustees, VP of Finance/Chief Financial Officer and VP of Operations/Chief Information Officer when necessary.
• Maintain calendars for individuals which the positions supports.  Schedule meetings and appointments.  Review calendars regularly for update and confirmation of scheduled events.
• Coordinates reviews and distributes mail, order and maintain department’s supplies and equipment. for individuals which the positions
• Review, process and distribute all incoming mail to include interoffice communications and external mail.  Bring priority items to the attention for individuals which the positions supports.  Share in the transportation of the interoffice mail to and from the main hospital.
• Provides administrative support for meetings, as requested, for individuals which the positions.
• Assist with processing and distribution of materials for Finance Committee and the Board of Trustees.  Provide assistance with special projects as assigned.
• Attends meetings and records/transcribes minutes from meetings.
• Maintain strict confidentiality of highly sensitive information concerning hospital affairs, information contained in files, minutes, letters and miscellaneous hospital documentation.  Store confidential information securely.
• Processes and triages highly confidential material and information for individuals which the positions supports.
• Maintains and organizes files, reports, logs, etc. containing sensitive information relating to hospital business.
• Maintain the filing system for individuals which the positions
• Safeguards sensitive and confidential information regarding hospital business.
• Answer telephones; promptly respond to customer /employee inquiries in a professional manner.  Screen and direct in-coming calls and evaluate calls and visits from patients, their families and the public at large to determine the urgency of their situation.
• Review all incoming capital requests for completeness.  Number requests to assist accounting division with budget recording process.
• Process payroll and record time off and vacation schedules for divisional managers.
• Attend current secondary educational classes to increase knowledge related to the job.  Maintain personal growth and development to include annual hospital wide mandatory education and job-related in-services.
• Create, type, format and proofread a variety of materials including correspondence, memos, contracts, financial reports, charts, statistics, minutes, etc.
• Develop and utilize systems to improve the organization, efficiency and productivity of the office of the for individuals which the positions
• Provides support and assistance to Executive Managers and other Executive Assistants in completing reports and special projects, as well as, provides administrative support during emergent situations.
• Assists other Executive Assistants with projects, assignments and phone coverage in the event of secretarial staffing shortages or heavy workloads.
• Works cooperatively with internal departments, managers, and outside individuals and agencies.
• Supports and maintains contract data base

Statement of Other Duties:
This document describes the major duties and responsibilities for this job, and is not intended to be a complete list of all tasks and functions. It should be understood, therefore, that employees may be asked to perform job-related duties beyond those explicitly described.

Functional Demands 

Physical Requirements:
Exerts up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. Frequently reaches (extending hands and arms in any direction), and handles (seizing, holding, grasping, turning, or working with hands).

Job Requirements

Minimum Education

• As a minimum. High school diploma required.

Minimum Work Experience

• Minimum three years secretarial or general clerical experience.

Required Skills

• Knowledge of computer software required (MS Office Products).
• Ability to communicate clearly, both orally and written,
  clerical perception to proofread materials, ability to perform typing, filing, record keeping and communicate with people
  of various educational levels.
• Exceptional interpersonal skills.