Executive Administrative Assistant

The Assistant to CEO provides high level administrative, clerical and special project support to CEO’s of the organization and their management teams.

Essential Job Functions:

1. Screens telephone calls and visitors and ascertains who can be redirected to subordinate management. Provides information to callers, which requires comprehensive knowledge of company policies, practices, and operations. Resolves sensitive issues for high-level customers using independent decision-making and judgment.

2. Opens and reviews all mail directed to CEO. Composes responses to routine inquiries, delegates items to subordinate managers when appropriate. Transcribes, and types confidential correspondence, memos, minutes of meetings and other materials or documents. Ensures completeness of documents. Researches and redirects returned mail to referring physicians.

3. Prepares variety of highly confidential, specialized and recurrent reports using word processing, spreadsheet, database and/or presentation software.

4. Manages special projects as assigned. Plans and delegates assignments, conducts research, gathers and compiles information for presentation, may prepare reports.

5. Schedules, coordinates, prepares presentations and prepares minutes for the high level policy and board meetings. Prepares agenda and orders lunch for meetings.

6. Maintains calendar of CEO, arranges meetings, conferences and appointments without clearance. Makes travel arrangements including transportation, lodging, and itinerary.

Additional Job Functions:

1. Prepares and distributes “After Hours” contact schedule.

2. Obtains Medicaid provider number for all incoming radiologists.

3. Follows up on all assignments delegated to others as to status, completion, etc.

4. Maintains paper and electronic files, fiscal records, and other documents. Safeguards confidential information.

Minimum Education and Experience:

5. High School Graduate.

6. Two years of college-level education with a focus on business or executive secretarial knowledge preferred.

7. Three to five years in a secretarial experience preferably in the health care and/or medical field supporting executive staff.

8. Advance office equipment knowledge to operate copy/fax and transcription machine, ten key calculator, type 60wpm accuracy, and computer knowledge of Microsoft program; Access, Excel, PowerPoint , Word, and Adobe programs preferred. Advanced knowledge of Outlook desired.

9. Possesses proficient administrative, communication (written and verbal) and organizational skills to include prioritizing work accordingly. Adept at handling multiple projects at one time.