Executive Assistant (Full-Time)

The Executive Assistant will accomplish the above through the following methods:

• Provide administrative support to the CEO, Board of Commissioners, and Administration offices.

• Schedule and coordinate meetings, appointments, and other activities for the Directors and Board of Commissioners including travel, seminars, webinars, and other educational requests.

• Schedule and greet administrative visitors.

• Use independent judgment in the screening of telephone calls, visit requests, email, printed correspondence (US mail & interoffice mail), and other matters, by determining the urgency of situations.

• Schedule and coordinate internal and external meetings as needed by locating acceptable meeting space, and arranging for audio-visual equipment, meeting materials, refreshments, and other required necessities as directed.

• Prepare bi-monthly board meeting packets by collecting appropriate reports, preparing agendas and resolutions, and combining documents to be mailed/emailed to attendees in a timely manner.

• Ensure filing and storage of Board documents are complete and timely.

• Post public meetings appropriately including notifications to the media.

• Maintain external contacts, accurate meeting rosters, and contact information.

• Attend committee meetings as assigned to take minutes, manage logistics, and coordinate follow-up.

• Write clear, concise, and grammatically correct memos, letters, and documents as requested.

• Proof and edit wrote materials, and develop matrices and spreadsheets as requested.

• Track assignments for self and those delegated to others for follow-up over the course of the projects by applying reminders and due dates.

• Assist the Public Records Officer as needed; maintains working knowledge of the Public Records Act and Open Public Meetings Act as outlined in RCW 42.56.

• Submits Administration Credit Card forms after each transaction in a timely manner.

• Share responsibility for scheduling conference rooms with IT staff. 

• Ensure annual compliance with the Board of Commissioners' Conflict of Interest. 

• Ensure Board of Commissioners compliance with OPMA, Public Records, and Record Retention training requirements as outlined in RCW 42.56.150 and RCW 40.14.

• Process Board of Commissioners' monthly meeting reimbursements in a timely manner and track payments.

• Participate in Hospital Incident Command; serves as the incident recorder and maintains accurate files of an incident.

• Maintain a system for tracking and filing all organizational contracts.

• Plan and organize administrative office files including the developing, modifying, and maintaining of office record keeping/filing systems according to hospital, state, and federal regulations. (See RCW 42.56.)

• Plans and organizes work activities to complete scheduled assignments on time.

• Assist with special projects as requested including, but not limited to: marketing, quality, risk management, and fiscal.

• Serve as backup to Credentialing Officer for Medical Staff and Executive Committee meetings, agendas, and minutes.

• Perform other duties as directed by Administrator or Supervisor.

POSITION QUALIFICATIONS:

• Associates degree in business/operations, or related field; and

• 3-5 years of administrative experience, preferably working for executive management in a healthcare setting; or

• Combination of five years of related administrative experience and education.

• Bachelor’s degree preferred.

 

KNOWLEDGE, SKILLS, AND EXPERIENCE REQUIRED:

• Strong organization skills with demonstrated experience setting priorities, producing timely results, and meeting deadlines in a demanding, multi-faceted work environment while maintaining a high level of attention to detail and accuracy.

• Experience managing complex calendars and meeting requests.

• High level of writing and communication skills including editing.

• Experience with assisting in presentations using multimedia.

• Typing 60+ wpm

• Proficiency in Microsoft Office including Word, Excel, Outlook, and PPT

• Proficiency in Adobe Acrobat

• Proficiency in Zoom, and /or other web-based meeting platforms

• Record maintenance

 

OTHER QUALIFICATIONS:​

• Ability to read financial reports, and legal documents.

 

PHYSICAL REQUIREMENTS:

• Primarily stationary with occasional standing, walking, lifting, reaching, carrying, kneeling, bending, stooping, pushing, and pulling.

• Ability to lift and carry 20 lbs.

• Ability to communicate using verbal and written skills for accurate exchange of information with all levels of staff, physicians, Board Commissioners, and members of the public.

 

WORKING CONDITIONS:

• Office environment with little to intermittent activity in clinical departments

• May require irregular work hours, weekends, and on-call responsibilities

• May require travel to off-site locations for meetings or education

• May require working under stressful conditions and timelines

 

SALARY: 

 

$52,000 - $70,000 DOE, eligible for 5-10% increase after successfully completing 90-day evaluation. Eligible for an additional increase of 5-10% after successful completion of one-year evaluation and completion of training.

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Mid Valley Hospital also offers a generous compensation package with vacation, sick leave, life insurance, and a profit-sharing plan. We also offer the opportunity of a low-cost out-of-pocket medical, dental, and vision insurance plan as well as 403(b) investments.