POSITION SUMMARY:Â The Executive Assistant is responsible for the administrative support functions related to the duties of the Chief Executive Officer (CEO). This position is also responsible for providing assistance to all other administrative officers and their assistants in a collaborative effort.Â The position is also responsible for special assignments and projects.Â The Executive Assistant position supports an organizational culture for Service Excellence and practices the Service Excellence standards to all customer groups.Â
Completes all duties with little or no supervision.
This person must be well organized, flexible and enjoy the administrative challenges of supporting a small office of diverse people and programs.
The ability to interact with staff (at all levels) in a fast paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality is crucial to this role. Expert level written and verbal communication skills, strong decision making ability and attention to detail are equally important.
Provides administrative support for the Chief Executive Officer (CEO) as well as other administrative executives as needed.
Maintain Outlook schedules for Pavilion CEO, as well as other administrative executives as needed.
Responsible for calendar management which requires interaction with both internal and external executives and assistants to coordinate a variety of complex meetings.
Schedule and trouble shoot meetings and attendance for Administrative Board and Conference rooms.
Arrange travel schedule and reservations for Pavilion CEO, as well as other administrative executives and employees as needed.This includes, but is not limited to air flights, hotels, restaurants, and even social events.
Track and submit documentation for travel reimbursement.
Copy and distribute travel requests with cover sheets to hospital employees after approval.
Prioritize and manage multiple projects simultaneously and follow through on issues in a timely manner.
Performs special projects and assignments to provide an integrated approach to all duties within the administrative and departmental services, and according to policy, procedure, regulations, and expectations.
Assist with data compilation for various projects and assignments, including creation of graphs, PowerPoint, and written presentations for Pavilion CEO and other executives.
Scan, fax, and distribute documents on an as needed basis.
Prepare agendas and transcribe minutes for meetings as necessary.
Maintain hard copy of current Integrated Manual for administrative purposes.
Assists the administrative executives and their departments with clerical functions related to budgeting and monitoring of budgetary parameters.
Initiates procedures for payment of various monthly administrative invoices.
Maintains physical and virtual filing systems in an orderly fashion for efficient retrieval of information.
Answers telephone and directs all incoming calls to appropriate party promptly for CNO and COO.
Greets visitors to Administration and directs/escorts them to appropriate area. Acts as a liaison between customers and the personnel in the administrative suite.
Communicate and handle incoming and outgoing electronic and written communications on behalf of the administration as needed.This includes scheduled monthly letters, special memorandums and letters, as well as composed communications on behalf of the executives. Take dictation and/or transcribe recorded dictation as needed.
Review and summarize reports and documents; prepare background documents and outgoing mail as necessary.
Communicate with outside clients and vendors
Help and support department level managers as needed.
Correspond with educational institutions and complete education affiliation contracts. Communicate with these schools regarding clinical education schedules.
This position fills in for other executive assistants as necessary.
Northwest is a 495 bed system serving the city of Amarillo and the surrounding region. We offer the ideal combination of traditional values and the most advanced technologies in healthcare, plus the conveniences of big city living in a friendly, smaller-town atmosphere. From the beauty of Palo Duro Canyon and great recreational facilities, to our quality educational system, Amarillo is a great place to live and work.
A hospital is only as good as its caregivers. That's why we're looking for allied health professionals who are dedicated and passionate about their work. We're looking for employees who can add to our culture of exemplary patient care and personal excellence. We're looking for exceptional professionals who share our vision and values.
Northwest Texas Healthcare System is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, or protected Veteran status.
DISCLAIMER Northwest Texas Healthcare System, a subsidiary of UHS, is not accepting unsolicited assistance from search firms for this employment opportunity. Please, no phone calls or emails. All resumes submitted by search firms to any employee at UHS via-email, the Internet or in any form and/or method without a valid written search agreement in place for this position will be deemed the sole property of UHS. No fee will be paid in the event the candidate is hired by UHS as a result of the referral or through other means.