Manager of Executive Support Services

JOB DESCRIPTION: The Senior Executive Assistant will provide high-level administrative support to the Chief Executive Officer and other key executives while also overseeing and managing facility executive assistants and/or administrative professionals.

JOB RESPONSIBLITIES:

1. Ensures that the CEO, COO, CFO and other key executives needs are met including correspondence, answering telephone, managing daily schedule of appointments and maintaining department's office supplies
2. Oversee the administrative support team
   1. Ensure all administrative functions are handled efficiently and in alignment with executive priorities.
   2. Set performance expectations, conduct performance reviews and provide constructive feedback
   3. Foster a collaborative and high performing work environment
3. Initiates creative ideas to assist the CEO in accomplishing tasks and goals; anticipates needs and responds appropriately.
4. Maintains a liaison relationship with Directors and Managers, as well as other organizational and corporate staff.
5. Keeps CEO informed of pertinent information.
6. Ensures appropriate notification of meetings; prepares agenda and distributes notices; maintains hospital wide calendar of events.
7. Attends, records, and transcribes minutes for meetings as outlined by the CEO. Ensures minutes are prepared in conformity with regulatory agency requirements; distributes to appropriate parties; monitors follow through on action plans.
8. Assists in coordinating materials for meetings and accreditation projects such as Joint Commission
9. Proficiently prepares documents utilizing spreadsheets, word processing and presentation software programs.
10. Coordinates travel for the executive team and other staff as needed
11. Prepares and maintains contract files, ensuring contracts are current and properly documented.
12. Maintains current CME files for medical staff and/or acts as a liaison for credentialing functions, ensuring credentialing files are complete and meet regulatory standards
13. Serves as the primary point of contact for administrative operations and problem-solving
14. Performs other duties as assigned.

EDUCATION/EXPERIENCE: High School Diploma or equivalent AND 4 years' experience as receptionist/administrative or customer service representative required.

KNOWLEDGE/SKILLS:

1) Ability to quickly understand and align with executive priorities on a daily/weekly/monthly basis; manages schedules, upcoming due dates and assists with the achievement of executive goals proactively

2) Ability to coordinate and oversee strategic projects and initiatives, ensuring deadlines and goals are met

3) Proficient in organizing and coordinating executive-level meetings, conferences and cooperate events, including logistics and materials preparation

4) Strong verbal and written communication skills for interacting with executives, staff and the community professionally

5) Ability to manage, mentor and guide a team, including setting goals, providing feedback and handling conflict resolution

6) Capability of adapting to varying workloads and work assignments on a constant basis;

7) Adapts well to change and enjoys a fast-paced, changing and varied workload

8) Must have a working knowledge of computers including word processing, spreadsheet and presentation software.

MINIMUM REQUIREMENTS OF THE POSITON:

• Must be able to complete new hire requirements such as State of Alaska Background Check and Drug Testing.
• Must be able to demonstrate special training, knowledge and skills specific to the reception desk within first three (3) months of employment.
• Must complete all mandatory in-services annually.
• Must be tested for Tuberculosis with a PPD skin test or chest x-ray upon hire; PPD skin test required annually or chest x-ray tri-annually thereafter.

GENERAL WORKING ENVIRONMENT: Working conditions for all employees are as follows, but not limited to a psychiatric hospital setting; some risk involved in the event of aggressive patient(s); work load may include day, evening, night, weekend and/or holiday shifts. Employees occasionally exposed to blood borne pathogens, and loud noise levels.

Mental demands described herein are representative of those which must be met by an employee to successfully perform the essential functions of the job, but are not limited to the ability to remain calm in a stressful environment; and the emotional stability, physical stamina and agility to handle stress and respond quickly and effectively to emergency situations.

PHYSICAL REQUIREMENTS: Requirements include, but are not limited to the ability to communicate effectively with employees; the ability to effectively utilize communication equipment; the ability to read and write and the following:

• Able to communicate verbally and in writing.
• Able to perform repetitive motions of wrists, hands or fingers.
• Able to stoop, kneel, crouch, reach, stand and sit for sustained periods of time, walk, pull, lift objects from a lower to higher position or horizontally from side to side.
• Able to finger grasp, feel sizes, shapes, temperatures and textures
• Regularly utilize physical ability for speaking, hearing, and seeing with correction for close and distance vision, color discrimination, peripheral vision, depth perception and focusing ability. Speaking and hearing may be necessary for conversing with and assessing employees.
• Light work most of the time, exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently
• Must be able to concentrate amidst distractions; must be able to perform work of a repetitive nature.
• Mental demands include but are not limited to emotional stability, physical stamina and agility to handle stress and respond quickly and effectively to emergency situations.
• The worker is subject to odors from paint, carpet adhesives, and other construction and cleaning chemicals used for routine maintenance and building renovation.

EQUIPMENT/MATERIALS USED: Telephone, computer and printer, scanner, copier, fax machine, video player, small hand tools and writing instruments.

• Equal Employment Opportunity

It is the policy of the facility to provide equal opportunity in employment to all employees and applicants for employment. No person will be discriminated against in employment based on race, color, religion, age, sex (including pregnancy, gender identity, and sexual orientation), genetic information, national origin, disability status, protected veteran status or any other characteristic protected by federal, state, or local laws.

• Americans with Disabilities Act

Applicants as well as employees who are or become disabled must be able to perform the essential job functions either unaided or with reasonable accommodation. The organization shall determine reasonable accommodation on a case-by-case basis in accordance with applicable law.

• Service Excellence

Service excellence is a part of all we do. Our standards include:

• Treat everyone as a guest by making a good first impression, anticipating needs and displaying service recovery skills.
• Demonstrate professionalism and excellence by looking professional, being accountable for actions and delivering excellence in our everyday work.
• Practice teamwork by participating in decision making and process improvement, communicating effectively and focusing on the problem/issue, not the person.