Executive Assistant Job at Community Medical Centers in Stockton

POSITION SUMMARY:

Reporting directly to the CEO, the Executive Assistant provides high-quality executive support while reflecting CMC's Mission, Principles and Values. Responsibilities include maintaining effective systems for document and record management, acting as the primary point of contact for Board Members, managing CEO internal and external communications, handling scheduling, executive level project management and upholding a high level of confidentiality in all tasks and communications.

SPECIFIC DUTIES:

* Support CEO as key liaison for strategic relationship management and communications regarding meetings, conference calls, invitations, and interviews

* Develops correspondence, reports, budgets, statistical data presentations, and other program related documents as required

* Responsible for management of the administrative office building as the site manager.

* Proactively seek, evaluate, and implement new technology to improve efficiency and efficacy of administrative processes.

* Work collaboratively with legal and compliance in the development and use of record and document retention policies and procedures.

* Takes and transcribes minutes for the Board of Directors, prepares and maintains Board of Directors' files and meeting materials, arranges for Board and Committee meetings, and assists Chief Executive Officer and Board Officers with planning board functions

* Represents the Corporate office to outside agencies and attend meetings as required

* Trains, directs, evaluates, and supervises administrative clerical support staff activities

* Assists Chief Executive Officer and other department heads with development and maintenance of administrative policies and procedures

* Assists with travel arrangements for CEO

* Assists in the Management of county, state and federal reports as required by taxing, licensing, and funding agencies

* Assists with Electronic Handbook (EHB) or other online tools for grant and program applications

* Creates and maintains meeting schedules

* Coordinates off-site meetings for corporate-wide staff functions

* Performs other duties as assigned

Qualifications

MINIMUM REQUIREMENTS:

* Graduation from an accredited college or university with a BA or B.S. degree, with three (3) years of progressively responsible experience, or AA degree and five (5) years of progressively responsible experience, or a combination of education and experience skills at the executive level including supervision and training of clerical office staff.

* Experience working at the executive level providing administrative support to Board members.

* High level of familiarity with office electronic systems and applications.

* Ability to transcribe meeting minutes, compose written correspondence, and communicate in verbal and written form at a level consistent with college level English.

* Experience in project management, policy and report development.

* Valid California driver's license, proof of insurance and personal transportation.

KNOWLEDGE, SKILLS, AND ABILITIES:

* Knowledge of organization policies, procedures, and systems

* Knowledge of health care administration practices

* Knowledge of computer systems and applications

* Knowledge of secretarial practices

* Knowledge of grammar, spelling, and punctuation

* Knowledge of safety practices and hazardous conditions to provide a safe work environment

* Knowledge of principles and practices of supervision

* Knowledge of basic arithmetic to make calculations, balance and reconcile figures and make changes accurately

* Skill in editing reports and correspondence

* Skill in written and verbal communication

* Skill in gathering and reporting information

* Ability to work effectively with staff, patients, the public and external agencies

* Ability to exercise initiative, problem-solving, decision-making with independent judgment and general supervision

* Ability to recognize confidential and sensitive material and handle accordingly

TYPICAL PHYSICAL DEMANDS:

Prolonged sitting, standing, and walking, repeated bending, squatting, stooping and stretching. Requires eye-hand coordination and manual dexterity sufficient to operate a keyboard, photocopier, telephone, calculator and other office equipment. Requires normal range of hearing and eyesight to record, prepare and communicate appropriate reports. Requires ability to work under high stress emergency situations or among patients with serious illnesses or communicable diseases.

TYPICAL WORKING CONDITIONS

Work is performed in an office environment within a clinic setting. Involves frequent contact with staff and the public. Work may be stressful at times. Contact may involve dealing with upset people.

Community Medical Centers is an Equal Opportunity Employer. It is CMC's policy to provide equal employment opportunities to all persons, regardless of age, race, religion, color, national origin, sex, political affiliations, marital status, non-disqualifying physical or mental disability, sexual orientation, membership, or non-membership in an employee organization or on the basis of personal favoritism or other non-merit factors except where otherwise provided by law.