PERFORMANCE PLANNING

The Executive Administrative Assistant serves as the executive assistant to the President/CEO.

KEY RESPONSIBILITIES:

Assists the President/CEO with time management by appropriate scheduling and follow-up, preparation of materials for Board meetings and committees, as well as other institutional meetings.

Record and transcribe minutes for Board meeting and related sub-committees reporting up to the Board.

Oversees the document management system for the Board, assuring that all meeting agendas, minutes and supporting documents are uploaded 5 days prior to meetings.

Manages CEO’s calendar, assuring that meetings are not overbooked, there is time for office work and preparation.

Arranges meetings for both internal and external individuals/groups.  Ensures necessary materials are ready, for the President/CEO to be prepared for meeting.

Performs a full range of secretarial and administrative office support work of considerable difficulty requiring the application of technical/administrative knowledge and the exercise of initiative, independent judgment, and decision-making, resolving administrative problems; performing related work as assigned.

Provide support activities such as answering telephones, assisting and resolving problems, inquiries of visitors, review, controls incoming and outgoing correspondence and provides follow up on operational commitments.

Develops PowerPoints, graphs and other visual information displays that align with the professional style and work product standards of the President/CEO.

Manages front line operations of area of accountability related to meeting/exceeding departmental goals, DCH Mission, Vision and CARE values.

Other duties and special projects as assigned by President/CEO to facilitate smooth operation of office.

DCH Standards:  

• Maintains performance, patient and employee satisfaction and financial standards as outlined in the performance evaluation.
• Performs compliance requirements as outlined in the Employee Handbook
• Must adhere to the DCH Mission, Vision, and Values including creating positive relationships with patients/families, coworkers, colleagues and with self.
• Performs essential job functions in a manner that ensures the safety of patients, visitors and employees.
• Identifies and reduces unsafe practices that may result in harm to patients, visitors and employees.
• Recognizes and takes appropriate action to reduce risks and hazards to promote safety for patients, visitors and employees.
• Requires use of electronic mail, time and attendance software, learning management software and intranet.
• Must adhere to all DCH Health System policies and procedures.
• All other duties as assigned.

MINIMUM KNOWLEDGE, SKILLS, EXPERIENCE REQUIRED

Required:

• Bachelor’s Degree in Business Administration or related field
• Minimum of three years secretarial experience

Preferred: 

• Prior experience working with Board of Directors and/or Board Committees

Other Skills: 

• Excels in the use of PowerPoint, Microsoft Word and Excel
• Typing 40 wpm minimum
• Working knowledge of computers and various types of software including spreadsheets, word processing, and databases
• Must be organized and able to establish priorities
• Must be able to communicate effectively (both orally and in writing) with patients, physicians, co-workers and administrators; ability to meet the public with tact, courtesy and efficiency
• Ability to operate office equipment to include, but not limited to fax machine, copier, telephone, calculator, etc

Must be able to read, write legibly, speak, and comprehend English.

WORKING CONDITIONS

        Environmental: This job requires working indoors in environmentally controlled conditions and in close physical proximity to other people in a corporate office setting. At times, this job requires working exposed to sounds and noise levels that are distracting.

Physical: Ability to stand, lift and carry at least 10 lbs.  Able to tolerate prolonged periods of sitting.  Must be able to read, write legibly, speak, and comprehend English.  Good manual and finger dexterity.  Good communication skills. Physical presence onsite is essential.

Physical presence on site is essential.  Hearing and vision must be normal or corrected to within normal range.  Able to perform the duties with or without reasonable accommodation.

        Psychological:  Responsible for work outcomes and results of other workers; important to coordinate or lead others in accomplishing work activities in this job. Awareness of high level of confidentiality. Able to develop constructive and cooperative working relationships with others, and maintain them over time. Able to meet deadlines and schedules. Able to deal with unpleasant, angry, or discourteous individuals in person or by telephone. Able to perform the duties with or without reasonable accommodation.