Executive Assistant

Under indirect supervision, provides broad-scale administrative, project and executive support to assigned Executive Management Team Member.  Oversees and coordinates the day-to-day office activities for the Executive Management Team Member, and serves as the principle point of administrative contact and liaison with internal and external constituencies.  Provides specialist services to assigned projects in areas such as budget and fiscal management; public, community and foundation relations; patient care services; human resource services; medical and academic affairs; and/or general business administration, depending upon the functional area supported.

• Oversees and administers the day-to-day activities of the office; develops policies, procedures and systems which ensure productive and efficient office operation for the Executive Management Team Member.
• Provides assistance and support to the Executive Management Team (EMT) Member in problem solving, project planning and management, and the development and execution of stated goals and objectives.
• Responds to internal and external inquiries regarding Medical Center policy and operations while maintaining appropriate confidentiality.  Provides assistance in the understanding of Medical Center policies and procedures, as appropriate, and ensures that office operations are in compliance with policy provisions and standards.
• Receives, reviews and summarizes all incoming documents and correspondence; performs research and analysis on specific issues, as required, and independently prepares non-routine correspondence and/or reports, which may be highly sensitive and confidential in nature.
• Serves as the primary point of administrative contact and liaison with other offices, individuals, and institutions; manages calendar and daily schedule of executive, with authority to grant or refuse appointment request; organizes and facilitates meetings, takes meeting minutes as directed by EMT member, and participates in committee discussions as appropriate; screens and initiates telephone calls for assigned EMT Member, and participates in general administrative coverage for Administration offices.  Utilizes discretion in determining which situations are critical or urgent of which the executive should be notified/interrupted.
• Proactively manages complex calendars and schedules in a seamless manner.
• Prioritizes conflicting needs while handling matters expeditiously, proactively, and follows through on projects to successful completion, often with deadline pressures.
• Facilitates and coordinates travel and outreach plans.
• Engages with executive proactively to develop systems and processes to streamline efficiency for the executive.
• Positive solution focused team member who represents the executive internally and externally.
• Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies.
• Ensures operation of equipment by completing preventative maintenance requirements; troubleshooting malfunctions; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
• Contributes to team effort by accomplishing related tasks as needed.
• Assists in the compilation, preparation and distribution to EMT of planning documents, strategic business plans and interim reports.  ADD Maintains individual DMS boards if applicable.
• Assists in the coordination, supervision, and completion of special projects, as appropriate.
• Tracks certain assignments that are delegated by the Executive Management Team Member to various staff members and facilitates staff implementation.
• May provide administrative support to executive boards and committees (e.g. functioning as secretary or coordinating board/committee activities & record keeping) and maintains a current understanding of the by-laws and responsibilities of each board/committee.
• Demonstrates support for the mission, values and goals of the organization through behaviors that are consistent with the CCMC Standards.
     

Position Specific Role Responsibilities
Prepares materials and ensure coordination with board and committee support for financial matters. 
Supports monthly closing package and all associated deliverables, along with communications and distribution to various audiences. Supports team in accomplishing and monitoring work plans. Other duties as assigned.

Supervisory Responsibilities
May directly supervise team members, delegates, monitors and manages multiple projects and teams, manages client expectations, coaches staff and enforces compliance with department standards and hospital polici