Chief of Staff - Business Support

Position Summary :

Performs support services for the Chief Executive Officer (CEO) of the Health System, plays a vital role in support of the CEO in advancing the mission and vision of the health system and as requested by the CEO, Supports the organization's Board of Directors.

Provides services to support executive office operations, serves as a liaison for communication with senior staff, and may chair certain task groups as assigned.

Work is of a confidential nature and requires a high level of discretion and judgement. May direct and / or review work of support staff.

Responsibilities

• Provide high level administrative support to the Chief Executive Officer including calendars, meetings, coordinates travel and preparing necessary documents and materials.
• Acts on behalf of the Chief Executive Officer in areas such as scheduling meetings, communications, organizing events and handling requests for information.
• Regarding the CEO, act as primary point of contact for internal and external stakeholders, as well as internal and external boards.

Screens and prioritizes incoming and outgoing communication and facilitates the communication between the CEO and various departments, entities and leaders.

• Serves as a liaison with the Chief Executive Officer’s direct reports and senior leaders as well as others throughout the organization.
• Maintains the highest degree of confidentiality and manages sensitive information with discretion, including handling correspondence, drafting memos and preparing reports as needed.
• When the Chief Executive Officer is out of the office, the Executive Business Associate determines when to seek approval for another Covenant Executive or when to wait for the CEO to make the decision.
• Cultivates and maintains relationships with key stakeholders including board members, community leaders, senior executives, physicians, staff and external partners to support the CEO’s objectives.
• Plays a key role in the company’s annual board retreat and works with the Marketing and Communications office to ensure the event is handled expertly.
• May oversee the administrative staff and functions within the executive office, ensuring efficiency, accuracy and professionalism.
• Acts as host for executive leadership team meetings by preparing agendas and notifications to participants as well as documenting decisions and follow-up.
• Prepares materials as needed for corporate meetings, including schedules, equipment validation, setting up team meetings, etc.

Ensures CEO meetings are optimal and support a positive environment for our customers.

• Coordinates on-site interviews for senior leader candidates and orientation of new direct reports of the CEO.
• Attends meetings as required and participates on committees as directed.
• Composes correspondence, reports, memoranda, and other documents as needed or as requested.
• Analyzes and processes expense statements of the Executive Management Group to ensure that charges are accurate, and credits are received.
• Monitors incoming telephone calls and reviews mail, then determines what needs to be called to the attention of the Chief Executive Officer.
• Utilizes appropriate resources to ensure accurate and timely information / data gathering and follow-up on all issues.
• Gathers, compiles, and prepares accurate and pertinent information for the Chief Executive Officer’s use in meetings and reports.
• Follows policies, procedures, and safety standards. Completes required education assignments annually. Works toward achieving goals and objectives and participates in quality improvement initiatives as requested.
• Performs other duties as assigned.

Qualifications

Minimum Education :

None specified; will accept any combination of formal education and / or prior work experience sufficient to demonstrate possession of the knowledge, skill and ability needed to perform the essential tasks of the job, typically such as would be equivalent to a Bachelor’s degree.

Preference may be given to individuals possessing a Bachelor’s degree in a directly-related field from an accredited college or university.

Minimum Experience :

Requires advanced experience using the Microsoft office 365 and expert mastery of PowerPoint. Requires a high degree of expertise in project management and must be capable of handling sensitive and important issues simultaneously.

Must have strong interpersonal and communication skills, both written and verbal. Must have thorough understanding and knowledge of the Corporate organizational structure, functional responsibilities and general operating requirements of the Corporate Office and Covenant Health facilities.

Licensure Requirement :

None