Executive Secretary - Administration - Full Time/Days - Req# 1929682955

Brief Description

Job Objective:

Under the supervision of the Executive Assistant to the CEO/Board of Directors, and in support of the Executive Staff, the Executive Secretary performs a wide variety of complex duties requiring a high degree of accuracy, discretion, and professionalism. This position provides secretarial assistance in organizing and controlling the flow of work in order to accomplish the objectives of the department in an expeditious manner. This person must be able to work independently, exercising good judgment, detail oriented, perceptive, and able to anticipate and meet the needs of the Executive Staff.

Duties and Responsibilities:

• Place service/facility calls, as needed, to maintain upkeep of office.
• Perform general clerical duties to include but not limited to: photocopying, faxing, mailing and filing.
• Take meeting minutes of various committees, as needed and approved.
• Prepare expense forms, travel authorizations and check requests.
• Sort, log, and distribute all incoming mail, distribute weekly checks, identify mail that needs immediate attention and routing for signature.
• Assist with special projects, as needed.
• Screen telephone calls and visitors. Manage multiple telephone lines.
• Provide Administrative Support to Executive Staff and Executive Assistant to CEO/BOD
• Demonstrate respect for privileged and confidential information.
• Open up office in the morning, and lock up in the evening.
• Maintain and document orderly systems at Administration front desk for ease in understanding by the replacement coverage during lunch and vacations.
• Maintain hard copy and electronic filing system using confidential practices at all times.
• Greet visitors, answer phone calls, direct visitors appropriately, document complaints, and maintain the communication flow of the office.
• Maintain calendar and make travel arrangements; prepare itineraries, and travel packets; facilitate reconciliation following travel, including reimbursement for allowable expenses.
• Prepare correspondence, memos, and reports utilizing Microsoft programs.
• Support CEO during absence of Executive Assistant.
• Manage Administration Department Reception Desk
• Order office supplies.

Non-Essential Duties:

• Other duties as assigned by the Executive staff.
• Direct the general public to the appropriate staff person and/or department location.

Knowledge, Skills and Abilities:

Knowledge

• Broad knowledge of clerical and accounting principles and practices.
• Demonstrated knowledge of secretarial procedures and practices.
• Demonstrated knowledge of English usage, spelling, grammar and punctuation.

Skills

• Good analytical and problem-solving skills.
• Notary preferred for AVHD business matters, as needed.
• Good planning, time-management, and decision-making skills.
• Excellent interpersonal skills and strong customer focus.
• Strong applications skills in the development of presentations, charts, graphs, databases and spreadsheets.
• Excellent oral and written communication skills.
• Proficient in the use of Microsoft Office Suite.

Abilities

• Ability to operate standard office equipment.
• Ability to use diplomacy and discretion when giving out information and when referring and directing callers and visitors.
• Ability to perform mathematical calculations.
• Demonstrated ability to work in a fast-paced team environment handling multiple priorities with a high degree of accuracy.
• Ability to type 60 words per minute.
• Demonstrated ability to exhibit a high level of confidentiality.

AVH Values: All AVH employees will effectively demonstrate these values:

• Initiative & Innovation – Our can-do attitudes, creativity, and resourcefulness empower us to improve the patient’s experience, solve our own problems, make timely decisions, and look for opportunities to add value.
• Excellence – We take pride in our work, are goal-oriented, and on a never-ending quest for top tier quality.
• Teamwork – We build trusting relationships, promote a sense of community, and are respectful of everyone. Success is about the whole team.
• Integrity & Honesty – We tell the truth at all times, speak up when something is wrong, and do the right thing when no one is looking.
• Accountability & Ownership – We fully complete tasks, are transparent, effectively communicate, and recognize that what we do reflects on us.
• Patients Come First – We listen actively and communicate with our patients and families, placing safety as a top priority.
• Tenderness & Compassion – We have genuine empathy, show kindness, and encourage and advocate for each other.

Education and Experience:

Education

• High School diploma is required.
• Associate's degree preferred.

Experience

• Prior experience working with executive management strongly preferred.
• 3-5 years of upper-level management support required.

Required Licensure and/or Certifications:

• None

AVH Conduct/Compliance Expectations:

• Conforms to AVH Standards of Excellence
• Ability to adhere with AVH Paid Time Off (PTO) Policy
• Ability to adhere to the department dress code
• Ability to give and support the highest level of patient/customer satisfaction at all times
• Display a willingness to work as a team player
• Ability to demonstrate knowledge and understanding of the Compliance & Integrity Program and its established policies.
• Conforms with and supports hospital quality assurance and improvement guidelines
• Ability to expand on own initiative in performance of duties
• Ability to function effectively under pressure and meet time parameters
• Supports and adheres to the values and mission statement established by the AVH Board of Directors
• Ability to organize work and establish priorities
• Ability to follow the Code of Conduct
• Ability to adhere with AVH Leaves of Absence Policy
• Skill and ability to follow the telephone etiquette/standards
• Ability to communicate effectively while maintaining good working relationships with co-workers, managers and other hospital staff
• Conforms with required and appropriate JCAHO requirements
• Ability to participate effectively in department and hospital staff education
• Ability to interpret and function under hospital and department policies and procedures
• Ability to adhere to safety rules and regulations
• Ability to adhere with AVH Absenteeism and Tardiness Policy
• Ability to adhere with AVH Recording of Hours Worked Policy
• Ability to maintain the confidentiality of patient, hospital and department information
• Safely and effectively uses all equipment necessary to carry out duties
• Ability to adhere to the normal standards of courtesy and conduct as defined under the rules of hospitality at AVH

Physical Requirements and Working Conditions:

• Able to lift/carry up to 10 pounds
• Work is performed in a fast paced office environment
• Work requires frequent visits to conference/office locations within the hospital and at outlying departments & facilities.
• Must be able to used standard office equipment, sit, and walk to meetings.

A detailed description of the physical requirements of this job is maintained in the Employee Health Department.

NOTE: THE ABOVE STATEMENTS ARE INTENDED TO DESCRIBE THE GENERAL NATURE AND LEVEL OF WORK PERFORMED BY PEOPLE ASSIGNED TO THIS JOB. THIS DOCUMENT IS NOT INTENDED TO BE AN EXHAUSTIVE LIST OF ALL RESPONSIBILITIES, SKILLS, AND WORKING CONDITIONS FOR THE PERSONNEL SO CLASSIFIED.

Requirements

Education

• High School diploma is required.

Experience

• 3-5 years of upper level management support required.