Executive Assistant Full Time Days

Welcome to Hi-Desert Medical Center, where you’ll benefit from: 

A 59-bed acute primary care facility offering you and your family first-rate health care close to home 
A wide range of quality inpatient and outpatient diagnostic, treatment and rehabilitation services, home health and hospice services, and a variety of community outreach programs 
A dedicated team of quality, caring, health care professionals 

Position Summary

Provides administrative support to the CEO and Chief Operating and Nursing Officer. 

Primary Duties 

1. Schedules appointments and arrange meetings for the CEO and Chief Operating and Nursing Officer using discretion with regard to sensitive and confidential matters, ensuring adequate time based upon the nature of the meeting, both within and outside the Medical Center.  Exercises discretion in commitment of the CEO and Chief Operating and Nursing Officer time.  Prepares briefing files for CEO and Chief Operating and Nursing Officer prior to scheduled meetings/appointments/telephone contacts.  Knows when to interrupt the CEO and Chief Operating and Nursing Officer and is able to discern critical priorities. 

2.  Acts as a meeting planner, coordinating and/or assisting in the coordination of business/social functions. Prepares any necessary invitations and/or programs. Coordinates meetings as requested, including any housekeeping or dietary setups. 

3. Compiles, copies and distributes Board of Directors agendas, board and committee meeting packets per the requirements of the Brown Act. 

4. Takes minutes for the board meetings and assigned committees; transcribes such minutes accurately, publishes them as required, and secures signatures on the final, approved documents.   Files the official legal Board copy and maintains the integrity of that file as required by law.        

5. Facilitates Board calendar and correspondence as needed to provide appropriate and timely communication among Board members, District staff and the community.

6. Coordinates registration, air travel, and hotel accommodations for various Board of Director conferences and seminars.

7. Responsible for all CEO and Chief Operating and Nursing Officer correspondence. 

8. Takes dictation and transcribes notes for correspondence, memos, reports, meeting minutes, articles, 

 manuscripts, etc. as requested. 

9. Types general and highly confidential correspondence, reports, etc. from rough draft for final copy, using own initiative to compose and type routine correspondence. 

10. Maintains and organizes various general administrative and confidential files for the District, CEO and Chief Operating and Nursing Officer office (which includes all contracts, correspondence, licensure, etc); determines contents of files and/or gathers information for these files.

11. Handles a variety of special projects as assigned, which may be long or short-term projects, including the routine update and maintenance of the District Administrative Manual and contracts for the District. 

12. Displays appropriate initiative/judgment. Consistently performs special projects with minimal supervision, giving attention to detail, record-keeping and required paperwork inherent to the projects. Demonstrates competence in planning and time utilization of special projects.  Consistently coordinates work to achieve maximum productivity and efficiency, demonstrating ability to recognize and establish priorities. 

13. Processes District contracts under the direction of the Chief Executive Officer.

14. Exhibits knowledge of job.  Understands District and departmental operations, policies and procedures, and applies same to any situation.  Understands basic functions of the department and readily identifies sources of information in the preparation of special reports and analyses.  Clearly relates knowledge of District and departmental operations, policies and procedures to others as requested; understands the organization and political structure of the District.

15. Communicates problems effectively in an appropriate forum.

16. Manages the front office as per industry standard to provide excellent customer service to executive staff, district personnel and hospital guests, aspiring to meet service expectations.      

17. Maintains functional filing system for methodical retrieval of documents.

18. Maintains office equipment and systems appropriately to avoid interference with the routine expectations of the office.

19. Other duties as assigned

 

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