Snr. Executive/Legal Assistant - Hillsboro Medical Center

POSITION SUMMARY

Relocation Assistance available up to $15,000

 

Pay Range: $58,700 to $83,940 annually

 

Position Summary 

Provides professional-level support to the Chief Executive Officer (CEO) and the Board of Directors by performing a variety of routine and complex administrative duties. Provides direct support to other executives and leaders as needed. Leads and coordinates high-level administrative work and activities across the organization; guides and coaches other Executive and Administrative Assistants to ensure high quality, integrated, and seamless support services and operations. Plans, performs, and coordinates organization wide activities; appropriately handles and safeguards sensitive and confidential information. Serves as a representative of Hillsboro Medical Center and works in a professional and collaborative manner with a wide variety of internal and external stakeholders.

 

Key Responsibilities 

Performed majority of the time:

• Provides effective and efficient professional-level administrative support to the CEO. Examples of professional-level administrative support include, but are not limited to:
  • Manages the CEO’s calendar. Schedules meetings and appointments; plans and coordinates seminars and conferences; manages travel arrangements. Diplomatically navigates competing agendas, interests, and requests.  Proactively plans for presentation needs, drafts templates, and provides adequate prep time in advance of key presentations and/or meetings.
  • Organizes a variety of meetings and events with internal and external participants. Coordinates agendas and attends, facilitates, takes minutes, and/or presents, as needed.
  • Organizes Board of Directors meetings and activities. Coordinates all logistics. Drafts and distributes meeting materials. Proactively communicates with Board members to ensure calendars are populated with accurate meeting information and materials are received in a timely manner.  Attends meetings in person, produces accurate, succinct, and timely meeting minutes.
  • Organizes Board of Directors meetings and activities. Coordinates all logistics. Drafts and distributes meeting materials. Proactively communicates with Board members to ensure calendars are populated with accurate meeting information and materials are received in a timely manner.  Attends meetings in person, produces accurate, succinct, and timely meeting minutes.
  • Initiates, drafts and/or reviews, proofreads, and formats a variety of professional-quality documents, reports, and correspondence. Performs research and organizes and report findings. Monitors deadlines.
  • Uses a high level of discretion and independent judgment with respect to the handling of confidential and propriety information and matters of significance.

• Initiates and leads administrative activities and projects at an individual and organizational level.
  • Exercises independent initiative, expertise, and strategic thinking skills to identify new and/or improvement opportunities. Uses independent judgment to manage and prioritize work and complete projects, providing updates or reports in advance to CEO and/or other stakeholder(s) as needed to inform and/or facilitate effective outcomes.
  • Collaborates with and guides others to complete projects and drive operational improvements.
  • Ensures systems and processes are in place to effectively manage a variety of organizational records, contracts, and documents using both electronic and hard copy formats. Creates and maintains recordkeeping/records management systems for handling important institutional data. Closes and prepares files for accessible storage consistent with healthcare records retention policy. Maintains accurate departmental files and records as needed to support day-to-day management needs.
  • Develops and disseminates policies, procedures, guidelines, and action plans.
  • Independently researches, collects data, and prepares presentations and reports.
  • Serves as the conduit between the Executive Leadership and Executive Assistant teams.
  • Screens callers and visitors, referring them to appropriate staff members or departments.

• Performs additional administrative and clerical duties as assigned, which may include but are not limited to:
  • Approves timecards and leave requests.
  • Processes and approves invoices and purchasing card transactions.
  • Orders and maintains office supplies.
  • Receives, sorts, and distributes mail.
  • Manages email distribution lists.
  • Monitors and renews business licenses.

• Performs other related duties and special projects, as assigned.

Decision making and budget responsibilities:

• Compiles, maintains, and tracks financial data and other complex information related to matters of significance.
• Analyzes data and uses judgement in making independent decisions.
• Represents and/or acts on behalf of the CEO

 

JOB SPECIFICATIONS

 

Education:

Required

• Four (4) years of executive, legal or administrative assistant experience, or two (2) years with completion of bachelor’s degree.

Preferred

• Bachelor’s degree

Experience:

Required

• Experience must include experience working in settings requiring a high-level of confidentiality and at least two (2) years working in an executive level support position.

Preferred

• Healthcare and/or legal experience
• Experience supporting a Board of Directors

Licenses, Certifications and/or Registrations:

Required

• N/A

Prefer

 

• Paralegal or Legal Assistant
• Notary (or willingness to acquire the qualification)

Job Related Skills, Abilities and Behaviors:

Required

• Demonstrated ability to use tact, independent judgment and discretion when representing executive leaders and the organization.
• Ability to anticipate needs and problems, to prioritize tasks, and to effectively handle multiple changing priorities. Ability to work under pressure and with many interruptions.
• Ability to stay flexible, solution-oriented, and professional under the pressure of multiple demands.
• Demonstrated ethical commitment to quality assurance and confidentiality of all data and information, including HIPAA/PHI.
• Excellent customer service, verbal/written communication, and interpersonal relations skills to communicate effectively with leadership, employees, patients, and community members.
• Demonstrated ability to take initiative, implement and follow through with attention to detail, and work with minimal supervision.
• Ability to work as a team member and support the success of others.
• Proficient in the use of current technology and software programs, including Microsoft Office suite (Outlook, Word, PowerPoint, Excel, and Adobe Acrobat Professional). Ability to learn and apply new technology/computer programs in a timely and effective manner.
• Ability to compose documents using correct grammar and punctuation.
• Proficiency in preparing agendas and taking meeting minutes.
• Excellent organizational skills.
• Ability to work occasional evenings or weekends.

Preferred

• Bilingual skills a plus.

 

Additional Posting Information

Hillsboro Medical Center believes in providing equal employment opportunities for all qualified individuals. Recruitment, hiring, promotions, transfers, working conditions, training, and compensation will be based on qualifications without regard to race, color, sex, sexual orientation, gender identity, religion, age, creed, national origin, marital status, family relationship, veteran status, genetic information, physical or mental disability, or any other status or characteristic protected by applicable law. We further commit ourselves to continuing the practical application of this policy in our daily business conduct.