Job Title:         Executive Assistant

Department:    Office of the President and Administration

Reports To:     President

Location:         Administration

FLSA Status:  Non-Exempt

 

Hutchinson Health is seeking an ambitious, organized professional to fulfill the Executive Assistant role. In order to best support the Executive leaders, the ideal candidate for this role will possess the ability to take a proactive approach in anticipating the needs of those they support.   

With tasks from ordering office supplies, to calendar management and meeting preparation and attendance, this role will need to be able to function autonomously and be self-driven. 

This part-time (64 hours per pay period), on-site position will be a great opportunity for the person looking to elevate their Executive Assistant career while supporting a driven team of leaders and other Administrative Assistants! 

 

Job Summary:

The Executive Assistant provides intensive administrative support to the President, Vice President & Chief Financial Officer and Vice President of Clinic Operations along with the Board of Trustees.  This position requires a high level of critical thinking, support of other areas throughout the organization and coordination of multiple projects simultaneously. 

 

Essential Duties & Responsibilities:

Delivers a broad and varying range of highly confidential administrative support for operations including electronic and paper file management, mail management, supply management, performance evaluation process and calendar management using technical expertise in multiple systems to manage all expectations efficiently. Acts as a main point of contact between Executives and internal and external colleagues. Responds to and assists with as many requests as possible and implements action to resolve issues. Ensures that requests for action or information are relayed to appropriate staff in Executive leader’s absence. Proactively manages calendars on a daily and weekly basis for each Executive including meeting scheduling and reminders, travel scheduling, meeting logistics and AV coordination. Must be able to manage calendars with special attention to time utilization and conflicting priorities and reschedule as needed without direction. Independently prepares correspondence including letters and memos, presentations, spreadsheets and meeting packets using Microsoft Office tools and must be proficient in each application. Provides overall organizational support for policies and contracts using the management system assigned to both and training new administrative assistants in its use.  Ensures paper contract files are managed.  Provides record management support according to organizational standards. Schedules meetings for large and small groups, prepares agendas, completes meeting minutes and distributes applicable meeting materials for a variety of meetings throughout the organization, including monthly Leadership meetings and weekly Executive Team meetings. Coordinates orientation for new Leadership, Executive Team members and Administrative Assistants. Provides Governing Board Support, including preparing agendas and meeting materials, taking minutes, maintaining files, appointments, terms and limits.  Coordinates Board communications and schedules orientations.  Supports Board Committees in the same fashion. Manages external partnership needs in relation to clergy, external health and wellness related groups requesting meeting space/conference room use. Serves as back up to other administrative support as needed. Performs all other related duties as assigned.

 

Accountabilities for all Employees:

Adheres to the Hutchinson Health Employee Values. Maintains confidentiality of the organization and patients. Reports any health/medical errors. Observes all Environment of Care policies and reports safety risks or hazards immediately.

Education, Training or Degree:

Associate’s or Bachelor’s degree in Management, Administration or related field, preferred

 

Experience and Skills:  (Required)

Minimum of 8 years administrative support experience, preferably in healthcare or executive administration Proficient in Microsoft Office applications, including Outlook, Word, Excel, Powerpoint, Teams with the ability and willingness to learn new software applications Past experience in electronic document and contract management systems Strong communication and interpersonal skills with the ability to relate to a variety of individuals and the ability to deliver outstanding customer service Strong written communication skills and the ability to independently prepare a variety of correspondence (letters, emails, posters, etc.) which can be used internally and at times, externally Highly motivated and organized person who also has the ability to work independently with little direction, prioritize, multi-task, handle ambiguous situations, and remain calm in stressful situations Strong critical thinking and judgement/decision making skills