Executive Administrative Assistant - Peyton Resource Group

GENERAL SUMMARY

Executive Assistant

Supports senior managers and provides timely, high-quality assistance in all administrative and clerical capacities to top-level executives within the hospital. Impeccably skilled and organized with the ability to schedule meetings, make travel arrangements, and organize short and long-term calendars. Anticipates and addresses the needs of senior leadership and performs all administrative tasks necessary to ensure the hospital workflow runs at maximum efficiency.


Contract Management

Contract activity with moderate to high risk to the hospital. Contract activity may be non-routine and require development of specialized contract vehicles and techniques to accomplish business goals and objectives. Generally, involves independent judgment and analysis of significant issue identification and resolution. May require development of new contract policies and processes or assessment of required deviations from established norm. 

 

 ESSENTIAL FUNCTIONS

• Executive Assistant

• Manage and coordinate daily, weekly, and monthly calendars of senior managers.
  •Organize logistics and plan events.
  •Prepare correspondence, reports, and materials for publications and presentations.
  •Schedule necessary meetings and create, transcribe, and distribute meeting agendas and minutes.
  •Liaise between executives and employees.
  •Generate regular reports, manage spreadsheets, and update databases.
  •Make and confirm all travel arrangements.
  •Setup accommodation and entertainment arrangements for company visitors.
  •Greet and receive visitors.
  •Manage phone calls and emails with professionalism. 
  •Respond in a timely fashion to managers' requests.
  •Facilitate communication within the hospital to maximize workflow (e.G. Distribute vital information, schedule presentations and plan for logistical needs).
  •Commitment to efficiency a willingness to seek best practices in running the office.
  •Able to troubleshoot challenges as they arise.
  •Able to take minutes for executive, board, and MEC meetings.
  •Maintain log for all policies/procedures, plans, and contracts approved by the medical staff and the board.
  •Create and send out termination letters.
  
  Contract Management
  
  •Establishes highest-level contract strategy and drives implementation of strategic contract opportunities with the most significant impact to the corporation. 
  •Provides contractual domain expertise in implementation, execution and administration.
  •Ensures all contracts are up to date and meeting the quality indicators if it is applicable.
  •Understands the business case and has an appreciation of financial/analytical issues and profit and loss implications
  •Organize, locate, and update contracts as well as send to legal (corporate).
  •Receives all original documents (Contract Services Cover Page –Appendix A) of any contract proposal.
  •Work with Meditract/ NSH Central –upload all new contracts into the system.
  •Establish a system for processing, reviewing, and renewing contracts.
  •Ensure communication between Corporate, Legal, and C-Suite

 

 MINIMUM KNOWLEDGE AND SKILLS REQUIRED

Executive Assistant

•Successful work experience as an Executive Assistant, Administrative Assistant or similar role.
•Strong working knowledge of office procedures and protocols
• Proficiency with computer systems, including experience with office management systems, Microsoft Office suite, and the ability to learn new software applications.
•Proficiency with Power Point, Data Analysis, and Spreadsheets.
•Familiarity with cloud systems and calendaring software.
•Comfortable using all necessary office equipment, including printers and fax machines.
•Excellent professional communication skills, written and verbal and the ability to type 60 WPM.
•Commitment to discretion and confidentiality concerning sensitive company information.
•Excellent organizational skills, a proactive mindset, and ability to multitask and prioritize work. 
•Additional duties as assigned.

Contract Management

•Excellent presentation, teambuilding and leadership skills. 
•Ability to draft moderate to complex, non-routine contractual instruments.
•Ability to perform in complex cross-functional business environment 
•Motivational and visionary leadership skills.
•Requires high degree of independent and creative judgment.
•Working to excellent knowledge of corporate policies and procedures, coupled with ability to identify required improvement to established policies and to communicate implementation procedures to others.
•Additional duties as assigned.

 

 MINIMUM EDUCATION AND EXPERIENCE REQUIRED

• Minimum of an Associate’s Degree. Bachelor’s Degree in business preferred.
  •Minimum of 3-5 years of secretarial experience.
  •3-5 years of contract experience.
  •Paralegal experience preferred. 

 LICENSURE AND CERTIFICATION

• N/A

ENVIRONMENTAL AND PHYSICAL REQUIREMENTS

 

• Works in temperature controlled environment.
  •Must to able to read, write and speak English fluently, have cognitive skills for math, reading, filing and sterile technique skills. Vision for near, mid-range, far and accommodation. Hearing for low, medium, and high pitch.
  •Communication skills to deal well with employees, patients, families and physicians.
  •Requires physical ability for standing, sitting, crouching, kneeling, frequent walking, reaching above head and below waist.  
  •Risks include exposure to blood and body fluids (moderate), contact with laser and chemicals, lifting of 30-50 pounds, and exposure to infectious disease.