Administrative

Little Rock, AR 72202

Posted: 06/03/2019 Industry: Admin Job Number: 280097
The Executive Assistant (EA) to the President/CEO is a position that provides high-level,
confidential support to the President/Chief Executive Officer (President), handling a wide variety of situations
including the management / supervision of clerical staff in the executive suite and overall administrative and
operations functions of the executive office. The EA conserves the President's time and promotes the Arkansas
Children's corporate image by representing the President internally and externally; coordinating activities of the
office; and serves as liaison between the President, key executive leadership, Medical Staff, major donors,
employees, and the public. The EA makes independent decisions when appropriate. Critical thinking skills are
necessary. Coordinates overall secretarial and clerical functions; delegates responsibilities among the staff to insure
workloads are appropriate. Evaluates and manages the performance of each administrative assistant under his/her
direction.


I. Basic Information
Primary Duties & Responsibilities
II. Duties & Responsibilities
Weight
1. Executive Assistant to the President 30%
Interacts with all team members with poise and high level of professionalism.
Coordinates critical calendar management for the President, requiring interaction with hospital
leadership, both internal and external physicians, staff, and patients, as well as outside
vendors for a variety of complex meetings. On own initiative, establishes appointment
priorities, reschedules or refuses to schedule appointments or invitations, and draws attention
to important dates and conflicts.
Reads incoming correspondence; determines deadlines and suspense dates; checks
accuracy of documents requiring President s signature; summarizes content if needed;
provides necessary backup material for President 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.
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. Coordinates conference calls as needed.
Coordinates and arranges travel schedule and reservations for President as needed.
2. Document Preparation and Management 20%
Prioritizes and manages multiple projects simultaneously and according to workload
demands. Provides follow up on multiple issues in a timely manner.
Assists President with preparation of presentation materials for internal and external activities
(i.E. Internal and external meetings, including various boards, medical staff, leadership, and
committee meetings).
Attends and takes minutes for some board and/or committee meetings as directed; producing
draft minutes for review in a timely manner following the meeting.
Provides hospital reports as directed by collecting and analyzing data.
ACH Behavioral Standards and Attendance
1.
Recognize others in need of assistance and offer help, even before requested.
Anticipate
2.
Maintain a neat, clean and professional appearance.
Appearance
3.
Maintain a family-friendly attitude; smile, make eye contact and acknowledge others.
Be Friendly
4.
Communicate in a way that is caring, clear, concise and constructive.
Communicate
5.
Respect the confidentiality and privacy of others.
Confidentiality
6.
Maintain a clean, safe, secure and comfortable environment.
Environment
7.
Do your job to the best of your ability; make things better.
Quality
8.
Treat our patients, families and each other with care, love and hope.
Respect
9.
Work together so that the needs of others are met.
Teamwork
10. Attendance
3. Office Management 40%
Accountable for supervising administrative secretarial and clerical staff.
Identifies strengths of each team member to ensure administrative support staff work together
dynamically.
Develops standard operating procedures; adheres to Arkansas Children's policies and
procedures.
Resolve inter-office disputes.
Evaluates the performance of each staff member for their annual review.
Educates and orients new staff and volunteers in office procedures, telephone system and
office equipment.
Interviews prospective administrative support staff and recommends applicant hiring
Determines appropriate action (disposition) to take in assisting with administrative issues
including complaints and VIP encounters.
Maintains Administrative, Hospital and Patient Care Services information in a confidential and
discreet manner.
Associate's degree or equivalent from two-year college program or technical school or nursing diploma
Field of Study: Business Administration or business related field.
Required:
Bachelor's degree from four-year college or university
Field of Study: Business Administration or business related field
Preferred:
Experience Requirements
Required: 7 years total experience required
which includes 7 years of administrative support experience
which includes 3 years of administrative support for executive-level staff experience
which includes 1 year of Supervisory experience
Preferred: 2 years working with executive-level communications experience
Preferred: 2 years working in a healthcare setting experience
Certification / License / Registry Requirements
This position does not require any certifications/licenses/registries.
Skill Requirements
Required: Proficient skills in Microsoft Office required
Required: Excellent verbal and written communication skills required
Required: Excellent critical thinking and decision making skills required
Required: Excellent Organizational skills required
Required: Demonstrated ability to manage multiple deadlines and tasks
Required: Must be able to type 65 words a minute with a 5% error rate

Apply Online

Send an email reminder to:

Share This Job:

Related Jobs:

Login to save this search and get notified of similar positions.