Executive Assistant

Executive Assistant 3.3 3.3 out of 5 stars 175 Fore River Parkway, Portland, ME 04102 Full-time Northern Light Mercy Hospital 435 reviews

Full-time Northern Light Mercy Hospital Department:

Hospital and Other Admin Position is located:

Portland, Maine Work Type:

Full Time \ 40 Hours per Week \ 8:00 AM to 4:30

PM Requirements:

Associate's Degree with 5 years of relevant experience (preferred) In Lieu of Degree - 9 years of relevant experience requried

Summary:

Reporting to the NL Mercy Hospital President, the executive assistant II (EAII) is the lead administrator for the president and provides project management, continuity and thoroughness of thought, concept development through implementation, and clarity to those the President is leading. This position works closely with the NL Mercy Hospital Board of Directors providing logistical and administrative support. The EA II is a professional who is comfortable collaborating and engaging with members of the Leadership Team and Board of Directors. The EA II also performs a variety of administrative functions including complex calendar management, customer service, policy management, budget development, supply procurement, and event planning. The executive assistant II coordinates scheduling for in person and web-based meetings, telephone conference calls, retreats/summits, podcasts, employee updates, as well as travel and conference registrations.

Responsibilities:

Performs administrative functions in support of the hospital President and the Administration office: Demonstrates transparency, ease of access, follow through, and support as an extension of the hospital president. Answers phones, prioritizes incoming mail and routes questions or messages in proper direction, or if appropriate, answers inquiries. Develops process to ensure questions are routed appropriately and closure of inquiries has been met. Works with visitors to arrange their visit and where applicable, assists with related onsite and offsite meetings. Seeks additional resources within and outside of the department to match organizational priorities while respecting staff workload. Proactively creates documents needed by executive for review and disseminates the information and reports appropriately. Develops and maintains systems for ordering supplies for executive and the department. Addresses inconsistent practices and improves efficiencies. Manages corporate credit card account making discretionary purchases as needed to run the administration office including monthly reconciliation of account. Ensures proper accounting for purchases. Approves payroll for hospital president and other employees, as assigned, on a bi-weekly basis.

Coordinates scheduling for hospital president:

Schedules appointments and meetings (including web based and teleconference meetings) to maximize time and availability. Evaluates meeting requests and prioritizes based on executive's direction and personal knowledge of strategic importance of subject matter. Schedules ongoing regular meetings with hospital president and their direct reports. Organizes and schedules presentations from outside vendors as requested. Schedules candidate interviews with the hospital president to ensure a timely process. Works as the event planner for off-site meetings, overseeing the venue contracts, catering, AV and speakers. Coordinates hospital president's travel plans including hotel, airfare, ground transportation, and registrations as needed. Processes expense reimbursement for self and hospital president, as appropriate. Prepares daily calendar and associated files and materials for hospital president.

Meeting Organization and Set up:

Includes drafting of agendas, compiling and gathering of meeting materials, posting to appropriate meeting portal, and communication to meeting participants and presenters including but not limited to department manager meeting.

Governance Operations:

Assist in presentation and agenda development for Board of Director meetings and Board Committee meetings. At hospital president's discretion, regularly communicates directly with Mercy Hospital Board Chair, Board Vice Chair, and the full Board via ongoing email messages, scheduling of phone/Zoom calls, and ad hoc communications. Provides assistance for the Mercy Hospital Board and Board Committees including, but not limited to, scheduling organizational meetings, preparing and maintaining agendas, handling board communications, posting materials to the Board portal, and gathering and organizing relevant presentations. Ensures hospital president's needs are met with regards to Governance Operations.

Reporting/Data Management:

Compiles reports for hospital president and organization as requested. Participates in the budget preparation process and report review. Gathers and analyzes data for new budget build. Reports any compliance issues. Maintains files and databases of pertinent information as well as a shared filing system. Uses discretion to purge and/or store files as appropriate. Other Duties including but not limited to: Responds to patient or family concerns/complaints referring the most complex to the appropriate Vice President for resolution. Helps to coordinate and disseminate job critical information to the other supporting executive assistants.

Benefits:

401(k) matching Dental insurance Employee assistance program Flexible schedule Flexible spending account Health insurance Health savings account Life insurance Paid time off Parental leave Retirement plan Tuition reimbursement Vision insurance

Education:

Associate (Preferred)

Experience:

Relevant (with degree): 5 years (Required) Relevant (without degree): 9 years (Preferred) Ability to

Commute:

Portland, ME 04102 (Required) Ability to

Relocate:

Portland, ME 04102: Relocate before starting work (Required)

Work Location:

In person