Executive Assistant to the CEO
St. Dominic Health Services
CORPORATE - 3010
St. Dominic Hospital - Executive Assistant to the CEO
The Executive Assistant relieves the executive of administrative type functions in order to increase the time an executive has available for executive level responsibilities. May handle a wide variety of situations and conflicts involving the clerical and administrative function of the office. Responsible for confidential and time sensitive material. Prepares routine and advanced correspondence including letters, memoranda, and reports. The position relies on experience and judgment to accomplish responsibilities, works under minimal supervision, while creativity is expected to perform the job, and may lead and direct the work of others.
Job Description Disclaimer
This is not necessarily an exhaustive list of all responsibilities, skills, duties, requirements, efforts, or working conditions associated with the job. While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed when circumstances change (e g., emergencies, changes in personnel, workload, rush jobs, or technological development).
Experience and Education
- 5-8 years of experience in a senior leadership level administrative assistant position is preferred. Healthcare experience preferred.
- Project Management Experince
- High school diploma or equivalent.
Performs duties and activities of personal assistant to the President. Greets visitors and answers telephone for President and Corporate Services Manager in a professional manner appropriate for an executive office. Manages the calendar for President; schedules and coordinates meetings as requested by President; anticipates and schedules work sessions for various projects in advance when possible. Develops drafts of business letters and other correspondence for President; completes routine correspondence on behalf of President when appropriate. Requisitions office and dietary supplies for President and Corporate Services Manager to ensure routine supplies for executive suite are readily available. Coordinates reservations for Board Room, Top of the Dom, Administrative Conference Room and Medical Mall. Records minutes and serves as administrative support for St. Dominic Health Services Board, Community Health Services Board, St. Catherine’s Village Board, First Intermed Corporation Board, St. Dominic Madison Health Services Board and St. Dominic Health Services Advisory Board. Makes arrangements for assigned committee meetings. Handles, when requested, special design work such as invitations, programs, signs, newsletters, directories, etc. Assigns purchase order numbers for St. Dominic Health Services and Community Health Services and maintains records of purchase orders. Assists in updating bylaws and organizational charts; updates Board Orientation Manual (electronic version in BoardEffect) on quarterly basis or as needed. Exhibits and maintains proficiencies with board management software (BoardEffect) and serves as a resource to others in this regard. Maintains Corporate files and office in good order, keeping all files and documents updated and readily accessible. Assists President with duties relating to St. Catherine’s Village. Performs other duties as requested. Understands and adheres to all personnel and office policies.