Executive Assistant - OB/GYN Administration

We are recruiting for a motivated Executive Assistant - OB/GYN Administration to join our team!

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Department

OB/GYN Administration

Job Summary

Under limited supervision, provides highly visible support and assistance to senior leadership to ensure effective use of time and productive interactions with staff. Will handle a wide range of administrative and executive support-related tasks involving the clerical, administrative function, research, and management roles. Responsible for schedule management, office management, communication liaison, information preparation, company records management, data analysis, and representing the executive to others. Handles confidential information and communications. Requires full comprehension of company's operations and procedures. Uses discretion, judgment and advanced knowledge of organization to facilitate the executive's activities and interacts comfortably and efficiently with the highest levels in the organization. Daily work is better done on site however hybrid schedule might be acceptable.


Essential Functions:

• Communication
  • Reviews, prioritizes and sorts the Executive’s emails and calls for ease of access, urgent issues and actions required. Responds to executive’s correspondence directly when appropriate.
  • Reviews and responds to own emails while representing executive.
  • Drafts and delivers communications for internal and external audiences.
  (30%)
• Calendar Management
  • Sets up, modifies or reschedules appointments for the executive with both internal and external stakeholders.
  (20%)
• Meeting and Event Coordination
  • Schedules and attends executive’s meetings using virtual platforms when needed.
  • Prepares agendas, communicates with and invites all guest presenters, prepares and distributes necessary documents and handouts.
  • Organizes special events, retreats and high-level meetings while maximizing space resources within Denver Health; Initiates contracts with off-site venues as needed. Identifies the best (internal/external) venue location/reservation according to group size/meeting purpose. May include board and townhall meetings.
  • Responsible for verifying that all audio visual requirements, food arrangements, seating and setup are appropriate and completed prior to the start of every meeting or event.
  • Takes and transcribes meeting minutes.
  • Coordination of complex Executive level candidate interview events that include coordinating/negotiating timing of group interviews. Works in partnership with HR recruiter during the hiring process of new staff members. Prepares travel arrangements/reimbursement for candidates. Collecting/trending/reporting of interview feedback for each candidate so that the executive is able to make informed hiring decisions.
  (30%)
• Maintains records, information, creates reports and analyzes data
  • Creates and maintains files, including department’s T drive folders.
  • Maintains data
  • Analyzes data
  • May manage and maintain sharepoint site on Pulse
  • May onboard new providers, track/report department’s extra shifts, manages the provider/department’s CME stipends and monitors the chart delinquency reports (takes action as needed).
  • Approves executive's direct report's time sheets.
  • Maintains executive's direct report's personnel files.
  (10%)
• Manages and prioritizes additional small projects and/or phases of larger projects at the direction of the Executive. (10%)

Education:

• High School Diploma or GED Required

Work Experience:

• 4-6 years Administrative experience required
• Healthcare experience preferred.

Knowledge, Skills and Abilities:

• Ability to manage/prioritize several small projects and/or phases of large projects simultaneously.
• Ability to communicate orally and in writing in a thorough, clear, and always pleasant manner.
• Excellent interpersonal skills.
• Strong analytical skills ability to remain flexible with changing priorities.
• Work effectively in a fast-paced environment, adjusting to multiple changing priorities.
• Ability to work under pressure and meet tight deadlines.
• Be highly organized with an emphasis on maintaining focus on the details.
• Ability to work independently with general supervision, but knowing when to involve stakeholders in the process.
• Proficient in Micro