Executive Secretary Jobs

The Executive Secretary serves as the primary point of contact for internal and external constituencies on all matters pertaining to the C-Suite consisting of the Chief Executive Officer. The Executive Secretary also serves as a liaison to the senior management teams; the Executive Secretary organizes and coordinates executive outreach and external relations efforts; and oversees special projects.

The Executive Secretary exercises good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and maintains a realistic balance among multiple priorities. The Executive Secretary demonstrates the ability to work independently on projects, from conception to completion, and is able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Under limited direction, performs a variety of secretarial duties. Exercises appropriate independent judgment and discretion. Handles physician letter of agreements and processes payments.

Generate complete expenditures and track capital equipment requisitions (CER/CATS/CAF) from initial draft to full execution of the contracts utilizing approved standardized contract templates/amendments. Support custodial and senior team to include researching, typing, tracking, loggings all contracts. Knowledge of contract custodial issues and procedures, as applicable to AHMC Health Corporate. Ability to assess information and maintain records. Assist in coordination of the review and approval process; follow up with vendors/directors/physicians with regards to the CER/CATS/CAF. Follow up on approval of payments and pick up for delivery of vendor checks. Follow up with directors on questions regarding payment or contract.

• Highly resourceful team player, with the ability to also be extremely effective independently.
• Demonstrated proactive approaches to problem solving with strong decision-making capability. Must demonstrate to have a professional demeanor when dealing with all levels of hospital personnel, board members, and external partners.
• The Executive Secretary records and monitors the progress of CER’s/CAT’s/CAF’s to completion. Maintains stakeholders informed of the progress on a timely basis. Informs stakeholders of any barriers or challenges immediately.
• Bachelor's degree preferred.
• Experience and interest in internal and external communications and partnership development.
• Initiates and follows through with requests for services to effect office cleanliness and safety.
• Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms.
• Keeps work area and Administrative suite organized and neat at all times.
• The Executive Secretary closely monitors the progress of capital requests, oversees organizational chart preparation, reviews and tracks vendor contracts (including physicians), scheduling appointments.
• The Executive Secretary demonstrates the ability to exercise independent judgment, handle confidential information, and thrive in a fast-paced environment.
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrates the highest level of customer/client service and response.
• Strong work tenure five to 10 years of experience supporting C-Level Executives, preferably in a for profit organization
• The Executive Secretary provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the Chief Executive Officer, some of which may have organizational impact.
• Provides support to the Administrative Executive Assistant in the absence of the Executive Assistant.
• The Executive Secretary tracks and organizes documentation pertaining to contractual arrangements for AHMC Health. This position provides support for contract renewals and related departmental communication with company representatives and business sponsors.
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including hospital personnel, board members, and external partners.
• The Executive Secretary performs other duties as assigned or required.
• Must have expert level written and verbal communication skills.
• Must have strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• The Executive Secretary effectively screens telephone calls, gathers and disseminates information and data and composes correspondence.
• The Executive Secretary provides a bridge for smooth communication between the Administrative (C-Suite) office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
• Must possess excellent customer service skills.
• Assists visitors, staff and physicians without hesitations and with concern for privacy, dignity and confidentiality; if unable to respond to request, seeks appropriate staff capable of accommodating needs.
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
• Performs other duties and special assignments when necessary.
• The Executive Secretary performs duties to track, organize and process documentation and activities related to the organization’s contractual arrangements.