Executive Assistant, Physician Administration - Flagstaff, AZ

Northern Arizona Healthcare Corporation • Locums or Permanent • Flagstaff, Arizona, United States • $64.24k - $115.74k / year • 1w ago

Overview:

The Executive Assistant provides comprehensive administrative support to the Executive Team and Governing Councils by independently handling administrative responsibilities. Works directly with NAH system executives and assistants and interrelates with all management and support staff. Acts as liaison with administrators, hospital staff, community leadership, associates, patients and volunteers. Responsible for coordinating all aspects of the senior executive's schedule, travel, training/education, certification, and/or other duties of the office. Coordinates administrative assistant schedule to ensure adequate coverage for the administrative office at all times. Responsibilities include all administrative/secretarial duties of an advanced nature using considerable freedom to judge, guided by
established Policies and Procedures. Function with minimum supervision demonstrating appropriate decision-making within established guidelines. Maintains strict confidentiality and discretion in a tactful manner at all times.

Responsibilities:

Administrative

Supports the designated Senior Executive (CEO and/or Executive VP/CAO and/or other) in all professional capacities, coordinating, facilitating and implementing day to day activities to ensure efficient operational work flow.

Manages Senior Executive’s calendar, in collaboration with other assistants, management, departments, and outside people/agencies, with responsiveness and flexibility. Makes travel arrangements and submits conference registrations.

Performs numerous and varied administrative tasks, such as: greeting visitors; directing patient complaints appropriately; handling/routing correspondence and items requiring signature (contracts, agreements, etc.); reconciling corporate credit card(s) and uploading supporting documentation; doing weekly time edits.

Schedules, creates meeting materials, sends notices, arranges catering, manages logistics, attends and records minutes, as needed, for assigned meetings, both onsite and offsite, ensuring effective and efficient proceedings. [These may include, but are not limited to: Senior Leadership Team; Leadership Forum, Operations Meetings, Board Governing Council and other meetings involving the Senior Executive(s).]

Plans and facilitates special organizational events (leadership retreats, rounding, celebrations).

Interacts effectively with a variety of colleagues in many departments (both clinical and non-clinical) throughout the organization, such as HR, Compliance, AP, Environmental Services, Plant Operations, Nutritional Services, Nursing and Medical Staff.

Interfaces appropriately with many external constituents, including patients, family members, Board members, community members, and State/local government employees.

Communicates information appropriately, in a timely manner, exercising tact and discretion.

Coordinates executive/administrative assistants’ schedules and time out of office to ensure adequate support and coverage for Administration.

Adjusts schedule, as an exempt employee, to support a varied meeting/project schedule, and office coverage, as required (earlier am/later pm, etc.).

Compliance/Safety

Responsible for reporting any safety-related incident in a timely fashion through the Midas/RDE tool; attends all safety-related training programs; performs work in a safe manner; monitors work environment for possible safety issues and ensures others are also performing work in a safe manner.

Stays current and complies with state and federal regulations/statutes and company policies that impact the employee's area of responsibility.

If required for the position, ensures all certifications and/or licenses are up-to-date and valid prior to expiration dates.

Completes all company mandatory modules and required job-specific training in the specified time frame.

Qualifications:

Education

Associate's Degree or 5 years Executive Secretarial/Administrative experience- Required

Experience

Five years Executive Secretarial/Administrative experience- Required

Healthcare is a rapidly changing environment and technology is integrated into almost all aspects of patient care. Computers and other electronic devices are utilized across the organization and throughout each department. Colleagues must have an understanding of computers, and competence in using computers and basic software programs.

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