EXECUTIVE ASSISTANT
Aultman Health FoundationCANTON, Ohio, United States, 44702job_description.job_card.variable_days_ago
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job_description.job_card.job_descriptionAbility to assess priorities, filter information, and multi-task Exceptional organizational skills Possess strong interpersonal communication skills, understand confidentiality, and have tact and diplomacy skills. Consistently demonstrates cooperative attitude, good judgment, respect, and ability to follow instructions. Confident with ability to work independently and handle sensitive information with discretion with limited supervision. Punctual and maintains excellent attendance. Possesses good interpersonal communication skills Works well and maintains strong relationships with all Displays professional manner and appearance. Strong demonstration of Aultman’s RESPECT Values Capable of working collegially and collaboratively with a large number of groups and individuals across the health system Excellent oral and written communication skills Primary point of contact for all visitors and guests of the AH administrative offices. Monitors AH administration camera. Notify risk management if patient arrives requesting to speak with someone. Manage complex calendars, schedules on behalf of assigned executive leaders, including meetings with direct reports, committees, and groups to which they are a member. Efficiently completes a wide variety of administrative assignments in a timely manner. Displays proper use of formatting, spelling, and grammar in all documents. Executive Assistant prepares a variety of administrative reports, statements, and correspondence. Gathers data and other necessary information. Prepares correspondence on behalf of executive leaders, including the drafting of general replies. Answers incoming telephone calls. Screens and directs calls to the appropriate person. Takes messages when necessary. Receives, sorts, and distributes incoming mail and unless marked “confidential” or instructed otherwise. Executive Assistant uses and maintains various office production equipment including multi-line phones, copiers, fax machines, computers and printers to complete tasks. Monitors copier maintenance needs, submitting help desk tickets as needed. Maintains awareness of the facilities physical layout to be able to deliver administrative materials and give good directions to visitors. Maintains an awareness of administrative activities, operations, and policies so as to accurately respond to inquiries. Arranges meetings and conferences, schedules interviews, and appointments as requested. Arranges food and setup for meetings as needed. Executive Assistant coordinates travel arrangements for assigned executive leadership team. Establishes, maintains, and revises record keeping and filing systems. Classifies, sorts, and files records, correspondence, and other documents in an organized manner that permits easy retrieval. Executive Assistant acts as a liaison for support staff when questions / issues arise. Prepares and distributes administrative on-call schedule on a quarterly basis. Keeps managers phone distribution list updated. Prepare expense reports and reimbursement forms. Order all supplies for assigned executive teams. Executive Assistant composes letters, sends certified mail and notarizes as needed. Policy Tech Facilitator. Serve as the liaison between the Aultman Health Foundation Board of Directors and Executive Administration. Maintain a knowledge and understanding of governance best practices, board status, bylaws, and board history. Work collaboratively across the organization to improve processes and implement best practices. Responsible for all aspects of execution of HDS board meetings, including other ancillary meetings of the board and its committees. Responsible for overseeing the creation, distribution and online posting of all board- related materials including, meeting notices, agendas, presentations, minutes, and providing ongoing communications, to provide directors with necessary and accurate information related to issues and recommendations. Interacts with members of senior leadership and administrative support staff to ensure materials described above are provided to the board, senior leaders, and committee members according to bylaws. Attend board / committee meetings, take minutes, and keep an accurate record of the business conducted. Fulfill System Administrator role for Board Effect governance platform. Create advanced scheduling timeline and proactively manage Board and Committee logistical arrangements, including travel and hotel arrangements, catering for meetings, dinners, teleconference or videoconference needs. Maintain accurate and up-to-date board records in compliance with regulations in all pertinent jurisdictions; this may include Board member registrations, Board by-laws and governance guidelines, and committee charters. Work directly with legal department to make necessary changes. Responsible overseeing Press Ganey surveying logistics. Works with IT and registration to assure accurate survey setup and troubleshoots any issues. Responsible for Press Ganey user management and training. Prepares Press Ganey survey reports as directed. Generates scheduled and ad hoc reports in support of organizational excellence primarily related to the patient’s experience of care. Maintains listing of reports and processes and procedures for creating reports. Supports organizational leadership in creation of reports and graphics. Uses Press Ganey online resources to research improvement opportunities and enhanced reporting methodologies. Analyzes data to identify key areas for maximizing improvement. Maintains documentation associated with scheduled reporting functions. Participates in Patient Family Engagement Council / Patient Voice activities. Hours of operation are 7 : 30 a.m. to 4 : 00 p.m., Monday through Friday Subject to frequent interruptions and changes in priority of duties throughout the day. Lunch periods and breaks may need to be coordinated with other staff members to maintain adequate coverage at all times. Occasional weekends and off -shifts Works in a well-lighted, ventilated area. Sits for most of the working day, although standing and occasional walking throughout the building and to adjoining buildings may be necessary. Subject to frequent interruptions in completion of assignments. Involved with personnel under various conditions and circumstances. Subject to frequent changes in priority of duties throughout the day. Works with highly confidential data and situations. Works under pressure to meet deadlines.
EXECUTIVE ASSISTANT
Legal Entity
Aultman Hospital
Position Summary
The Executive Assistant is the primary support assigned Senior Executive Team of Aultman Hospital (AH) and Aultman Health System (AHS). This role provides support for all administrative and business transactions that occur within the administrative offices. This role requires exceptional communication skills, attention to detail, and the ability to manage multiple priorities with professionalism, discretion and confidentiality. The Executive Assistant will be a trusted partner to executives, ensuring smooth day-to-day operations and contributing to the overall efficiency of the organization.
Qualifications
- High school Diploma required, Associate’s Degree preferred.
- Able to meet deadlines and cope with stressful situations
- Experience working with senior level management is preferred.
- Advanced typing skills
- Minimum of four years’ experience in a professional office environment preferred.
- Proficient in standard computer operations, email and Microsoft Applications such as Word, PowerPoint and Excel
Skills
Responsibilities & Expectations
HDS Board Relations
Experience responsibilities
Working Conditions
Hazardous Exposure Category
Category III - Includes tasks that involve no exposure to blood, body fluids, or tissues and Category I tasks are not a condition of employment. The normal work routine involves no exposure to blood; body fluids or tissues (although situations can be imagined or hypothesized under which anyone anywhere might encounter potential exposure to body fluids.) Persons who perform these duties are not called upon as part of their employment to perform or assist in emergency care or first aid or to be potentially exposed in some other way.
Physical Addendum
Demands
Frequency
Remarks
Lifting 0-10 lbs
Frequent 34-65%
Lifting 10-20 lbs
Frequent 34-65%
Lifting 20-35 lbs
Frequent 34-65%
Lifting 35-50 lbs
Frequent 34-65%
Lifting 50-75 lbs
Never
Lifting 75-100 lbs
Never
Lifting over 100 lbs
Never
Forward Reaching
Overhead Reaching
Continuous 66% of the day
Standing
Frequent 34-65%
Walking
Occasional 10-33%
Sitting
Continuous 66% of the day
Climbing
Occasional 10-33%
Stairs / Ladder
Occasional 10-33%
Bending / Stooping
Frequent 34-65%
Twisting / Turning
Frequent 34-65%
Kneeling / Squatting
Occasional 10-33%
Crawling
Occasional 10-33%
Pushing / Pulling 0-10 lbs
Continuous 66% of the day
Pushing / Pulling 10-20 lbs
Frequent 34-65%
Pushing / Pulling 20-35 lbs
Frequent 34-65%
Pushing / Pulling 35-50 lbs
Occasional 10-33%
Pushing / Pulling 50-100 lbs
Never
Pushing / Pulling over 100 lbs
Never
Carrying 0-10 lbs
Continuous 66% of the day
Carrying 10-20 lbs
Frequent 34-65%
Carrying 20-35 lbs
Occasional 10-33%
Carrying 35-50 lbs
Occasional 10-33%
Carrying 50-100 lbs
Never
Carrying over 100 lbs
Never
Grasping / repetitive sustained
Frequent 34-65%
Fine motor coordination
Continuous 66% of the day
Vision : Near / Far / Color
Continuous 66% of the day
Hearing : ordinary conversation / other
Continuous 66% of the day
PI2579c3dfd437-30511-38541375
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Executive Assistant • CANTON, Ohio, United States, 44702
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