Executive Assistant

Shodair Children's Hospital
Job Description
POSITION TITLE: Executive Assistant
DEPARTMENT: Administration
SUPERVISED BY: Chief Executive Officer
SUPERVISES: none

JOB SUMMARY

Reports directly to the Chief Executive Officer and provides executive support in a one-on-one working relationship. Is the primary point of contact for
internal and external constituents on all matter pertaining to the Office of the CEO. The Executive Assistant also serves as a liaison to the Board of
Trustees, Medical Staff and the Senior Leadership team; organizes, coordinates and oversees special projects. The Executive Assistant must be creative
and enjoy working in a small environment that is mission-driven, results-driven and service oriented. Works independently on projects from conception to
completion, and able to work under pressure and handle wide variety of activities and confidential matters with discretion.

DUTIES AND RESPONSIBLITIES

Executive Support:
 Completes a broad variety of executive administrative tasks for the CEO including: managing an extremely active calendar of appointments;
completing expense reports; composing and preparing correspondence that is extremely confidential; arranging complex and detailed travel plans,
itineraries and compiling documents for travel-related meetings
 Communicates directly, and on behalf of the CEO, with Board members and others on matters related to the CEO’s programmatic initiatives
 Researches, prioritizes and follows up on incoming issues and concerns addressed to the CEO; including those of a sensitive or confidential
nature. Determines appropriate course of action, referral, or response.
 Provides a bridge for smooth communication between the CEO’s office and internal departments as well as external constituents, demonstrating
leadership to maintain credibility, trust and support and excellent customer service
 Works closely and effectively with the CEO to keep him well information of upcoming commitments and responsibilities, following up appropriately
 Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the CEO, some
of which have organizational impact.
 Successfully completes critical aspects of deliverables with a hands-on approach, including drafting correspondence, handling expense reporting
and other tasks that facilitate the CEO’s ability to effectively lead the organization.
 Prioritize conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with
deadline pressures.
Board Support and Liaison
 Serves as the administrative liaison to Shodair Children’s Hospital Board of Trustees and the Foundation Board of Directors
 Assist board members with travel arrangements, lodging and meal planning as needed
 Maintains discretion and confidentiality in relationships with all board members
 Adhere to compliance and applicable rules and regulations set in the bylaws regarding board and board committee matters, including advance
distribution of materials before meetings in electronic/paper format
 Coordinate and maintain corporate file system, including bylaws, corporate policies, records of meetings, pertinent data files; historical corporate
files and other related matters.
Administrative Team Liaison
 Assisting in scheduling meetings for Administrative Team.
 Assists in coordinating the agenda of Administrative Team meetings and all-staff meetings.

 Facilitates cross-department coordination of travel for candidate interviews, including travel, lodging, rental car, entertainment, city tours, etc.
 Support for Joint Commision.

COMPETENCIES

To perform the job successfully, an individual should demonstrate the following competencies to perform the essential functions of this position:
 Masterly level of office skills including computer programs such as Word, Excel, PowerPoint, Visio, etc.
 Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
 Very strong interpersonal skills and ability to build relationships with stakeholders, including staff, board members, external partners, etc.
 Expert level written and verbal communication skills
 Demonstrated proactive approaches to problem-solving with strong decision-making capability
 Emotional maturity and high degree of confidentiality
 Highly resourceful team-player, with the ability to be extremely effective independently
 Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of
customer service and response
 Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment
 Forward looking thinker, who actively seeks opportunities and proposes solutions
 Knowledge about the credentialing process – initial appointment, privilege delineation, focused and ongoing monitoring and reappointment
 Ability to interpret and apply regulations – The Joint Commission and CMS Conditions of Participation
 Learn technical material (laws, regulations, policies, etc.) and apply that knowledge in every day work-related situations.
 Analyze data and other documentation accurately and draw appropriate conclusions.

EDUCATION, TRAINING AND EXPERIENCE; CERTIFICATION/LICENSURE

Bachelor’s degree or equivalent education preferred. Minimum of 5 years’ experience at an executive assistant level preferred. Demonstrated progressive
administrative experience is required. Requires Criminal Records Background Check.
WORK CONTACT GROUP

All departments, Board of Trustees members and general public.
Contact Information
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