Executive Administrative Assistant Job at Harbin Clinic in Rome

Executive Administrative Assistant

Medical Group Administration

Job Description

Provides Support/Assistance to Executive Leadership Team Members:

* President & Chief Executive Officer - Medical Group

* Chief Financial Officer - AH Floyd & Medical Group

* Chief Medical Officer - Medical Group

* Chief Operating Officer/ Medical & Surgical Specialties - Medical Group

Provides General Office Support in the Executive Suites:

* Responsible for scheduling & maintaining of all Executive Leadership Team Outlook calendars

* Assists with all meeting planning (scheduling, invitations, room set-up, IT support, catering, etc.)

* Provides clerical support for all Exec Team Leadership meetings (*see below)

* Processes Payroll for all Executive Team direct reports

* Monitors / aids signature workflow process for contracts / policies / minutes / all other documents

* Responsible for supply ordering (Executive Suite and Kitchen Galley)

* Serves as point of contact / host for all Executive Suite visitors

* Provides phone coverage for all Executive Leadership Team members

* Keeps current files

* Distributes mail daily

* Oversees office equipment maintenance & troubleshooting

* Maintains fully stocked, clean and operational Exec Kitchen Galley

* Records all status changes for physicians, APPs and managers

* Maintains currents lists (committee members, all group contact lists, Dept Chairs, etc.)

* All other tasks, as requested

* Monthly MGEC meetings

* Provides Assistance/Support for the Following Meetings:

(ie: scheduling, IT Support, agendas, minutes, PPT presentations, room accommodations, catering, etc)

* Monthly Physician & APP Comp Committee (PACC) meetings

* Monthly Finance Committee meetings

* Monthly Manager meetings (COO)

* Weekly Executive Leadership Team meetings

* Quarterly Department Chair meetings (CMO/CMIO)

* All other Exec Staff meetings, both recurrent & situational (ie: town halls, training, departmental, etc.)

* Utilizes OnBoard software for meeting organizational, document sharing and recording purposes

Secondary Duties:

* Coverage for EAA, Legal/Risk Management, when out of office

* Administrative support of corporate departments and/or Directors when called upon

* Any other tasks, as requested by the Executive Leadership Team