Executive Assistant Senior - Compliance Job at CHRISTUS Health (Irving)

Job Description

The Executive Assistant Senior is responsible for providing overall secretarial support to the Executive(s) to whom assigned to accomplish daily workloads with duties including or comparable to those indicated below. The Executive Assistant Senior handles a wide variety of situations involving the clerical and administrative functions of the executive offices, which often cannot be brought to the attention of the executive. The Executive Assistant Senior serves as a liaison between the Executives, Medical Staff, Board members, major donors, associates, and the public, making independent decisions when appropriate and working as part of a team for overall support of executives.

Job Responsibility

Maintain executive's calendar, scheduling meetings and appointments as requested
on own initiative, establishes appointment priorities, reschedules or refuses appointments or invitations, and draws attention to important dates or conflicts. Prioritizes own time according to workload demands
Plans, coordinates and participates in administrative and board-level meetings, following guidelines in Hospital Bylaws, JCAHO Administrative and Board standards and other regulatory entities, schedules meeting rooms
orders catering
prepares agendas
does timely mail-outs
takes and transcribes minutes
coordinates follow-up actions
and, works directly with Committee Chairs
Provides polite, courteous and professional reception and telephone service
tactfully determines nature and urgency of business
answers inquiries and resolves conflicts independently whenever possible using own judgment and knowledge of hospital operations
refers to appropriate person if necessary
Reads incoming correspondence
determines deadlines and suspense dates
checks accuracy of documents requiring executive's signature
summarizes content if needed
provides necessary backup material for executive's review
offers advice or initiates reply if appropriate
and, coordinates follow-up as necessary
Composes correspondence requiring understanding of hospital operations and policies
researches and prepares special projects or presentations
initiates and maintains large and complex paper and electronic filing systems, develops method for organizing and retrieving information
Makes complex travel arrangements for individual executives or groups, authorizing airline travel, lodging, conference rooms, catering, audio-visual equipment
In the executive's absence, responds to requests for action or information
if necessary relays to the appropriate staff member
intercepts requests and helps implement action
ensures timely response
decides whether executive should be notified of important or emergency matters
Provides assistance and training to peers and subordinates on equipment, hospital policies and workplace standards. Supervises clerical support as needed
Demonstrates competence to perform assigned responsibilities in a manner that meets the population-specific and developmental needs of the members served by the department
Appropriately adapts assigned client assessment treatment, and/or care methods to accommodate the unique physical, psychosocial, cultural, age specific and other developmental needs of each client served
Takes personal responsibility to ensure compliance with all policies, procedures and standards as promulgated by state and federal agencies, the hospital, and other regulatory entities
Performs all duties in a manner that protects the confidentiality of patients and does not solicit or disclose any confidential information unless it is necessary in the performance of assigned job duties
Excellent communication skills and organization skills required
Performs other duties as assigned

Requirements

High School Diploma required
5 years of experience in office and calendar management is required
Experience working in supported functions' work processes and environment is preferred
Experience coordinating and supporting the Executives' multiple projects and schedules
Experience booking travel arrangements both ahead of time and last minute

Nice to have

Certified Administrative Professional (CAP) certification preferred
Professional Administrative Certification of Excellence (PACE) is preferred

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Executive Assistant Senior - Compliance

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