Executive Administrative Secretary

Description

Valley Healthcare System, Inc., formerly known as Community Health Center of South Columbus, has been serving the Chattahoochee Valley region and beyond since August 1994. We offer a wide range of medical, dental, outreach, behavioral health, and pharmacy services to the community. Our growth in size and services reflects our commitment to providing quality healthcare to our residents.

Role Description

This is a full-time Executive Assistant to Chief Executive Officer role located on-site in Columbus, GA. The Executive Assistant will be responsible for providing high-level administrative support to the CEO, managing expense reports, coordinating diary management, and offering executive administrative assistance.

Salary:

$15.96 -  Commensurate with experience

Hours of operation: 

Monday-Friday

Weekend availability 

Location:

Columbus, Ga, Talbotton, Ga. Fortson, Ga.

Benefits: 

Excellent health, dental, vision, STD, LTD, and life insurance (paid 100% by the company) 

403B 

Competitive salary 

CME and Expense Reimbursement 

Generous paid time off and holidays 

• Provides high-level administrative support and assistance to the Executive Director and/or other assigned leadership staff.
• Manage CEO’s Outlook calendar and emails
• Drafting letters, memos, invoices, reports, and other documents for senior staff.
• Arranges travel and accommodations for executives and board members.
• Answer calls, take messages and transfer calls
• Format, edit, email and mail routine correspondence
• Make travel arrangements
• Schedules and attends meetings on behalf of executives, taking notes and recording minutes.
• Receives incoming communication or memos on behalf of senior staff, reviews contents, determines importance, and summarizes and/or distributes contents to appropriate staff.
• Serve as the first point of contact for internal and external guests
• Deliver exceptional customer service when greeting, assisting and directing guests
• Receive and sign for daily deliveries
• Prepare for and attend board meetings (email reminders, order meals, set up boardroom, update binders and take minutes), as well as:
• Provider Meeting
• HR Committee Meeting
• QA Committee Meeting
• Prepare agenda for weekly manager's meeting as needed
• Communicate with board members regarding meetings, and other business
• Run errands on occasion (pick up meals, etc)
• Maintain cross reference filing system
• Write articles and manage newsletters
• Oversee campaign communications
• Grant controlled access into administrative office
• Open and sort mail and distribute to appropriate staff members
• Work with marketing committee on annual Health Center events (GA Gives Day, National Health Center Week, etc.)
• Create marketing documents/design ads for organization, patients, events, recruiting, etc.
• Assist Board members and staff members with information gathering for special events and projects
• Providing general support to visitors, and other office duties, such as typing, dictation, and spreadsheet creation 
• Keep sensitive information confidential, such as financial data, legal documents, or trade secrets
• Organize staff events; Birthdays, Baby Showers, Organization Events, Holiday Events etc.
• Performs additional duties as assigned by executives.

Evaluation: The evaluation of work performance, including: specific duties, responsibilities, demeanor, and work ethic, will be ongoing and implemented by the CEO per center policies.

Requirements

Minimum Qualifications:

• Bachelor’s Degree in Professional Writing, Business Administration or related field
• Three years of experience providing administrative assistance to upper level management
• News and feature writing experience
• Microsoft Office (Word, PowerPoint, Excel, Publisher, Outlook) experience 
• Operate routine office equipment
• Anticipate needs of and proactively assist CEO
• Work independently as well as prioritize and produce work in a timely manner
• Communicate with diverse group of professionals via email, phone and face to face
• Present well at various meetings in house or off site
• Maintain high degree of integrity to keep confidential information

Preferred Knowledge, Skills and Abilities:

• Excellent verbal and written communication skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Ability to function well in a high