Executive Coordinator

Job Summary

Performs a wide range of complex functions in assisting the Executive Vice President of the hospital, in assisting the Boards, and in facilitating the efficient operation of the executive office.

Qualifications

• Vocational/Technical Degree in Advanced secretarial coursework or equivalent. (Required)
• Associate’s degree in business related field. (Preferred)

Work Experience

• 5 or more years of progressively responsible administrative experience. (Required)
• 1 or more years’ experience reporting to a Senior Executive. (Required)
• 1 or more years’ experience in a hospital or managed care setting. (Preferred)

Licenses and Certifications

No Applicable

Essential Functions

Provides administrative duties to support the effective operation of an executive's office.

• Composes and creates a wide variety of documents, including presentations and reports using appropriate formats and available software; handles communications/documents of both a general and highly confidential matter.
• Involved in preparation of materials for use by senior executives as decision-making tools; documents for use inside and outside the organization.
• Gathers and compiles information from self and others and drafts reports and correspondence to facilitate ongoing communication and efficient departmental operations.
• Assures records are maintained in accordance with all applicable organization and legal requirements.
• Supports the Executive's responsibilities on various committees and special projects.
• Maintains office and highly confidential files for prompt and easy retrieval, tracking and following up on pending matters.
• Monitors Executive's incoming and outgoing mail, phone calls and other requests and prioritizes all items.
• Responds or refers when appropriate; tracks to assure prompt response. Keeps Executive aware of those situations he/she needs to be aware.
• Maintains an accurate and effective calendar for the Executive; arranges meetings and itineraries for Executive and Staff if appropriate.
• May have sole responsibility for completing various reports, bulletins, newsletters, etc.
• Greets visitors and telephone callers and interfaces on behalf of Executive, where appropriate.