Executive Assistant (Full-Time)

Omak, Washington - Administration

Description
Position Summary

This role requires superior attention to detail, the ability to meet tight deadlines, excellent organizational skills, and the ability to juggle multiple critical requests. A high level of integrity, discretion in handling confidential information, and professionalism in dealing with professionals inside and outside the company are essential. This person will be able to quickly complete complex tasks and projects with little to no guidance, react with appropriate urgency to situations that require a quick turnaround and take appropriate action with minimal direction. Responsibilities for this position include assisting the administrative team, including the Administrator and the Board of Commissioners, and serve as a liaison to the public.

 ACCOUNTABILITIES AND PERFORMANCE CRITERIA

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.

REQUIREMENTS

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.

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.