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Executive Assistant

2-3 years experience preferred.
Computer skills are required.
Customer service skills are required.
Job Relationships:
The Executive Assistant reports directly to the Office Manager but interacts administratively with the physicians.
Must be able to collaborate and effectively communicate with:
Chairs and the Administrative Assistants within the Caritas System
Senior Leadership Team
Operations and Frontline Leadership Teams
Managers and Employees
Responsibilities/Essential Functions:
"Provides superior customer service to internal and external clients, customers, and patients as referenced in the Service Excellence Standards."
Performs duties and provides assistance according to Faculty Practice Plan policy and procedures, as well as any directives from the Office Manager and Chief/Chair or Executive.
Provides administrative support to Chief/Chair or Executive and department manager.
Functions as receptionist for visitors and staff, maintaining orderly, neat office environment.
Answers and screens incoming telephone calls of Chief/Chair or Executive and department manager.
Coordinates calendar and daily schedule for Chief/Chair or Executive and department manager.
Schedules meetings and makes necessary arrangements including room bookings, food service, materials distribution, notification, confirmation, etc.
Completes requisitions, purchase orders and invoices and processes according to Caritas standards.
Coordinates logistics for outside conferences and seminars. Processes payment.
Ensures that confidentiality of all material generated
Opens and prioritizes daily mail of Chief/Chair or Executive and department manager.
Drafts routine correspondence and memos.
Perform other duties as requested.
Accountability:
Shall be accountable for maintaining the confidentiality and security of all Practice Plan-related and patient-related data and information.
Shall be accountable for maintaining the confidentiality and security of all hospital related, medical staff related and patient based related information.
Qualifications:
Minimum Education:
Associates degree required, Bachelors preferred or equivalent experience
Minimum Experience:
Minimum 5 years of executive level administrative experience within a health care environment.
Minimum skills/abilities:
Strong organizational and time management skills.
Strong knowledge of computer software including: Microsoft Office, Excel, and Windows.
Ability to perform several tasks simultaneously and accurately.
Ability to assume responsibility without direct supervision.
Ability to act independently and accept guidance and recommendations.
Ability to triage questions to appropriate staff including assessment of urgency.
Ability to maintain a high level of confidentiality.
Strong orientation to patient care in accordance with the Faculty Practice Plan's values.
Training:
Training in the courses of Quality Improvement, Performance Improvement and other educational programs are encouraged.

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