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Executive Assistant

Executive Assistant

Beacon Health SystemElkhart, Indiana, United States, 46514
4 days ago
Job type
  • Full-time
Job description

Executive Assistant

Reports to a Vice President. Responsible for providing general administrative assistance including scheduling meetings, taking minutes, coordinating travel arrangements, greeting visitors, responding to telephone calls, preparing communications and detailed reports and completing special projects. Position requires initiative, independent judgment, and the ability to interact effectively with personnel at all levels of the organization, community business leaders, and members of the general public.

MISSION, VALUES and SERVICE GOALS

  • MISSION : We deliver outstanding care, inspire health, and connect with heart.
  • VALUES : Trust. Respect. Integrity. Compassion.
  • SERVICE GOALS : Personally connect. Keep everyone informed. Be on their team.

Office / Department Duties

  • Performs secretarial duties and provides support for the executive office.
  • Completely and accurately types correspondence and documents within requested deadlines.
  • Proofreads documents to ensure correct spelling, grammar, and format.
  • Records minutes for miscellaneous department meetings.
  • Answers all calls in courteous and helpful manner.
  • Takes complete and accurate messages and relays to appropriate personnel.
  • Coordinates and manages the calendar for an Executive Leader.
  • Directs visitors to proper location.
  • Responds to requests for information and answers general questions regarding policies and procedures or other department matters as appropriate.
  • Interacts with patients, visitors, employees, Board Members, physicians, and outside agencies in a professional manner.
  • Orders office supplies and floor stock for Administration.
  • Responsible for credit card maintenance and reconciliation for Executive Leader.
  • Prepare and distribute Administration Nursing Call Schedule.
  • Complete and process travel reimbursement for Executive Leader.
  • Code invoices in P2P for Administration.
  • Approve classroom and conference line requests and prepare weekly room schedule for distribution.
  • Approve payroll.

    • Contribute to the overall effectiveness of the department

  • Completes other job-related duties and projects as assigned

    • ORGANIZATIONAL RESPONSIBILITIES

    Associate complies with the following organizational requirements :

  • Attends and participates in department meetings and is accountable for all information shared.
  • Completes mandatory education, annual competencies and department specific education within established timeframes.
  • Completes annual employee health requirements within established timeframes.
  • Maintains license / certification, registration in good standing throughout fiscal year.
  • Direct patient care providers are required to maintain current BCLS (CPR) and other certifications as required by position / department.
  • Consistently utilizes appropriate universal precautions, protective equipment, and ergonomic techniques to protect patient and self.
  • Adheres to regulatory agency requirements, survey process and compliance.
  • Complies with established organization and department policies.
  • Available to work overtime in addition to working additional or other shifts and schedules when required.

    • Commitment to Beacon's six-point Operating System, referred to as The Beacon Way :

  • Leverage innovation everywhere.
  • Cultivate human talent.
  • Embrace performance improvement.
  • Build greatness through accountability.
  • Use information to improve and advance.
  • Communicate clearly and continuously.

    • Education and Experience

    The knowledge, skills, and abilities as indicated below are normally acquired through the successful completion of High School Diploma or Equivalent. Minimum of 1 year experience is required. Experience using Microsoft Office products (Word, Excel, etc.)

    Knowledge & Skills

  • Must be familiar with all aspects of secretarial work and be able to respond to duties effectively.
  • Keyboarding skills 50 wpm is required.
  • Responsible for preparing reports; takes notes; composes letters using proper rules of spelling and punctuation.
  • Training equivalent to commercial school graduate with special emphasis in business and secretarial courses is preferred.
  • Need to meet and work with contacts effectively.
  • Must be tactful, discreet, and maintain confidentiality of various hospital information.
  • Ability to multi task and work with minimal supervision.

    • Working Conditions

  • Works in a hospital and patient care environment.

    • Physical Demands

  • Intermittent sitting, standing, walking.

    • PIfd8612808fb7-30511-38961340

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    Executive Assistant • Elkhart, Indiana, United States, 46514

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