Executive Assistant - hopperOS

ESSENTIAL FUNCTIONS

Monitors the current status of the work for assigned Leadership. Anticipates needs by gathering records, reports, correspondence, or other specific information; assists the Executive in preparation for meetings and proactively assists the assigned Executive in his/her duties. Maintains travel arrangements and appointment calendars. Arranges appointments, meetings, and conferences. Contacts the appropriate individuals to attend. Proactively assists the assigned Executive in all matters pertaining to effective time management. Assists in preparation for meetings by creating and ensuring that all agendas, minutes, and presentations are adequately prepared in a timely and effective manner. Handles a variety of matters involving contact with various staff, board members, physicians, committees, government agencies, and the public. Ability to communicate effectively. Answers and screens telephone calls. Returns telephone calls as needed. Composes correspondence and distributes it to appropriate individuals. Fulfills reception duties as assigned. Assists with compiling projects, strategic plans, and financial reports as assigned. Organizes all electronic and paper files associated with the assigned Executive. Maintains the strictest confidentiality regarding all matters. Handles sensitive materials and information. All other duties as assigned.

EDUCATION

Associate's degree with two years of experience. Bachelor's degree preferred. Multiple years of experience may be considered in lieu of a degree.

EXPERIENCE

Minimum of four years of administrative experience supporting Executive level positions. One year of experience working in a health care organization. A notary is helpful.

KNOWLEDGE

Knowledge of organizational policies, procedures, and systems. Knowledge of office management techniques and practices. Knowledge of computer systems, programs, and applications. Knowledge of research methods and procedures to compile data and prepare reports. Knowledge of grammar, spelling, and punctuation. SKILLS Skill in taking meeting minutes. Skill in using computer programs to produce necessary reports. Skill in organizing and prioritizing the daily workload. Skill in dealing with multiple interruptions. Proficiency in Outlook, Word, and PowerPoint. Excel is a plus. Good written and verbal communication skills. Extremely organized and efficient work style, attention to detail, ability to work under pressure, and adhere to deadlines is a must.

ABILITIES

Ability to establish and maintain effective working relationships with employees and the public. Ability to work under pressure, communicate and present information. Ability to establish priorities and coordinate work activities. Ability to exercise initiative, problem-solving, and decision-making.

ENVIRONMENTAL WORKING CONDITIONS

Normal office environment. Some travel within the community

PHYSICAL/MENTAL DEMANDS

Requires sitting and standing associated with a normal office environment. Some bending and stretching are required. Manual dexterity using a calculator and computer keyboard.

ORGANIZATIONAL REQUIREMENTS

HOPCo Mission, Vision, and Values must be acknowledged and adhered to Training to include: Compliance & HIPAA, IT Awareness & Security, De-escalation This description is intended to provide only basic guidelines for meeting job requirements. Responsibilities, knowledge, skills, abilities, and working conditions may change as needs evolve.