Corporate Executive Assistant

Job Description

Job Description

Job Title

Executive Assistant

Department

SEMSA Corporate

Division

SEMSA

Reports To

Director Human Resources / Chief Operating Officer

FLSA Code

Non-Exempt

Schedule

Part Time (30 Hrs / week)– Eligible for Medical Benefits

Revision Date

June 2025

Position Summary

The Executive Assistant assists with all administrative functions including, but not limited to calendar (arranging meetings, conference and similar proceedings, preparing agendas, and taking and transcribing minutes, as needed), telephones (answering / screening / redirecting calls and taking messages), correspondence and reports (composing, transcribing, and designing), record keeping (establishing and maintaining), assisting with special projects as assigned by the Chief Executives or other members of the Senior Management Team, and providing administrative support, as needed.

The individual in this role will exhibit professionalism and proficiency, managing issues and projects both internally and externally on behalf of the Chief Executives. The individual in this role must be capable of following through on numerous details of multiple assignments simultaneously, using good judgment and critical thinking skills, providing excellent customer service, follow up and positive problem-solving capabilities. The person in this role will need to be flexible to accommodate changing priorities and responsibilities. This position involves management of confidential and proprietary information. The incumbent must demonstrate tact, discretion, and thoughtfulness at all times.

The Executive Assistant maintains the highest level of professionalism and confidentiality in all matters pertaining to SEMSA. The Executive Assistant demonstrates the ability to work independently and uses good judgment in completing the duties of this position. They produce high-quality, detailed, and accurate reports and correspondence.

Supervision Exercised

Exercises no supervision.

Qualifications / Experience Requirements

• Five years’ experience supporting a person or department as an Administrative Assistant required.
• Any equivalent combination of education and experience which provides the necessary knowledge, skills, and abilities to perform the functions of the position may be considered.
• Experience in a role requiring proficiency in Microsoft Office Suite and strong verbal and written communication skills.
• Experience in healthcare environment desired.
• Excellent interpersonal skills and be able to maintain a high degree of rapport and interact professionally with managers, co-workers, employees, consultants, attorneys, and the public at large.
• Must be able to always maintain strict confidentiality.
• Must be able to be flexible and adjust priorities and responsibilities accordingly.
• Demonstrated strong analytical / problem solving skills, written and verbal communication skills, interpersonal communication skills, attention to detail and the ability to multi-task required.
• Communicate effectively in a professional, clear, concise manner, both orally and in writing.
• The applicant must be proficient in the use of grammar, punctuation, spelling, business correspondence, and medical terminology.
• Display initiative and set priorities and frequently adapt to change.
• Must be a self-starter requiring little oversight; Ability to work independently.

Position Accountabilities

Company Computer Use Requirement

It is SEMSA’s expectation that all employees in all positions utilize the available company computer systems, including company email. These systems allow management to properly communicate with all employees and provide detailed information in various areas of employment.

Physical Effort / Working Conditions

Ability to work in a standard office environment. Ability to use office equipment including computers, telephones, calculators, copiers and fax machines. Ability to lift and carry up to 25 lbs.

Job Responsibilities Relating to Patient Privacy

Protected Health Information Role Based Access

Access to Protected Health Information (PHI) will be limited to those who need access to PHI to carry out their duties. The following describes the specific categories or types of PHI specific to this job description.

Job Title

Description of PHI to Be Accessed

Conditions of Access to PHI

Administration

Intake forms from dispatch, patient care reports, billing claim forms, remittance advice statements, other patient records from facilities

May access only as part of duties to complete patient billing and follow up and only during actual work shift