Executive Assistant - Hospital Operations

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917133

Vidant Medical Center

Full Time

Regular

Summary

About Vidant Medical Center

Vidant Medical Center is a fully accredited, 900+ bed regional referral facility encompassing a Level-1 Trauma Center and extensive inpatient and outpatient services including intensive and intermediate care, pediatrics, bariatrics, obstetrics and gynecology, surgery, pain management and psychiatry.

Responsibilities

  • Manages the day-to-day administrative affairs of the Executive's office. Schedules all appointments and other commitments while providing background information and/or supporting documents in preparation for scheduled appointments, meetings, speaking engagements, conferences, interviews, etc.
  • Maintains an efficient flow of information between all levels of the Executive's internal and external contacts on a wide spectrum of the organization's plans and priorities. Relieves the executive of routine details while exercising initiative, and independent judgment and decisions making.
  • Screens incoming calls, determining nature of call and whether or not it requires the attention of the Executive.
  • Responds to the caller directly based on knowledge of the Executive's scope in terms of functions, policies, priorities, availability, etc. The assistant acts as liaison for outside contacts and a resource for Board and Committee members.
  • Processes all incoming correspondence, prioritizing and determining its disposition. Directs mail to appropriate internal staff with instructions and/or suggestions for preparation of a reply. Drafts responses and other documents for the Executive's signature based on knowledge of activities, interests, priorities, issues, etc.
  • Reviews, proofreads, and formats all correspondence prepared for the Executive's signature to ensure accuracy and completeness, as well as consistency with organizational policy. Follows up with staff to ensure deadlines are met.
  • Reviews other prepared documents requiring the Executive's signature, such as purchase orders, leave requests, expense reports, contracts, etc.
  • Makes and reviews all travel arrangements; prepares the itinerary, confirms lodging and transportation, and processes travel reconciliation of expenses and advances.
  • Where applicable, prepares and distributes relevant materials to Board Committees in advance of meetings. Takes minutes at Board Committee meetings and provides support to Board committees as needed; acts as custodian for all official meeting records. Interacts with Board Committees as needed to support the organization and its priorities; keeps the executive abreast of circumstances and issues that influence the work of the division and related Board and/or Committee.
  • Coordinates ongoing maintenance of office property and oversees repairs when necessary. Submits work orders to building maintenance staff.
  • Maintains files used by the Executive Office and corporate files of the organization, modifying when necessary and applying Vidant Health rules pertaining to retention and disposition.
  • Responds to and maintains confidential and sensitive information with poise, tact, and diplomacy; always projecting a professional image.
  • May supervise and coordinate other Administrative Services roles in support of the Executive Team.
  • Conducts market research as needed to aid executive and staff in making important business decisions.
  • Ensures client satisfaction with organizational services provided.
  • Monitors annual budgets and coordinates leaders within the Executive's scope in preparing monthly updates and projections.
  • Performs special project assignments as requested, including service on various committees, compilation of survey/report data, development of presentations, and creation of special summaries and reports.
  • Performs other duties as assigned and needed to effect the work of the Executive's office. 

Minimum Requirements

  • H.S. graduate with two additional years of education required.
  • Degree in Secretarial Science or Business Administration required. Baccalaureate degree preferred; healthcare experience preferred.
  • Three to five years of executive level administrative support required.
  • Demonstrated ability to work with executives and to coordinate a high volume of diverse assignments, effectively handle competing priorities, and maintain attention to detail.
  • Proficiency in use of Microsoft office applications including Word, Excel, and PowerPoint; ability to learn organization's database, content management system, and other software as needed.
  • Meticulous grammar, editing, writing, presentation and communication skills.
  • Demonstrated ability to maintain confidentiality and use good judgment in making independent decisions with a high degree of tact and diplomacy. 

Other Information

  • 1 full time vacancy, days.

General Statement

It is the goal of Vidant Health and its entities to employ the most qualified individual who best matches the requirements for the vacant position.

Offers of employment are subject to successful completion of all pre-employment screenings, which may include an occupational health screening, criminal record check, education, reference, and licensure verification.

We value diversity and are proud to be an equal opportunity employer.   Decisions of employment are made based on business needs, job requirements and applicant’s qualifications without regard to race, color, religion, gender, national origin, disability status, protected veteran status, genetic information and testing, family and medical leave, sexual orientation, gender identity or expression or any other status protected by law. We prohibit retaliation against individuals who bring forth any complaint, orally or in writing, to the employer, or against any individuals who assist or participate in the investigation of any complaint.

 

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