Executive Asst to President\CEO
- Company: Arkansas Children's Hospital
- Updated: 10/7/2013
- Location: Little Rock
- Status: Full-Time
- Salary: Will be discussed during interview
- Job Level: 10+ Years Experience
- Region: Central
- Category: Clerical/Administrative, Management, Medical/Dental, Professional
Apply online at archildrens.org
The position provides high-level, confidential support to the President/Chief Executive Officer (President), handling a wide variety of situations involving the clerical and administrative functions of the executive office. The Assistant conserves the President's time and promotes the ACH 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 Assistant makes independent decisions when appropriate. Responsible for supervising the Support Staff in Administration and overseeing operation of the office. Coordinates 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.
Interacts with all team members with poise and high level of professionalism.
Coordinates critical calendar management, 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.
Document Preparation and Management
Prioritizes and manages multiple projects simultaneously and according to workload demands. Provides follow up on multiple issues in a timely manner.
Assists President/CEO with preparation of presentation materials for internal and external activities (i.e. Board meetings, Med staff meetings, leadership meetings, committee meetings).
Provides hospital reports as directed by collecting and analyzing data.
Accountable for planning the work and supervising administrative secretarial and clerical staff.
Identifies strengths of each team member to ensure administrative support staff work together dynamically.
Develops departmental policies and procedures; adheres to ACH 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.
Bachelor's degree from four-year college or university
• Field of Study: Business Administration or business related field.
5 years total experience required
• which includes 5 years of administrative experience supporting executive-level staff required. experience
• which includes 1 year of Supervisory experience experience
2 years working with budgets and executive-level communications experience
Apply online at archildrens.org