Executive Assistant to COO

Bargaining Unit: Non Represented - Professional

Rate of Pay: $38.00 - $44.66/hour (DOE)

Summary
The Executive Assistant to the Chief Operating Officer (COO) of Tahoe Forest Health System (TFHS) plays a critical role in providing high-level administrative support, ensuring smooth daily operations, and maintaining organizational efficiency. This individual acts as a trusted partner to the COO, managing a range of executive-level tasks with discretion, initiative, and confidentiality.

Essential Duties and Responsibilities

• Provides executive assistance to the Chief Operating Officer maintaining matters of confidentiality at all times.
• Serves as a point of contact for internal and external parties to the Administration Office, receiving visitors, determining the nature of business, and directing as appropriate.
• Answers and directs incoming telephone calls to the appropriate person or department in the Administrative offices, and responds to inquiries when possible.
• Maintains the COO's schedule and calendar, reminding the COO of appointments and meetings.
• Prepares and assists in organizing registration and travel for the COO and others upon request.
• Manages preparation for all meetings and events of the COO, including dietary and environmental requests.
• Organizes agendas, meeting materials, attends meetings,
• Disseminates all meeting materials and communication, assuring timely delivery.
• Prepares correspondence, memorandums, and communications on behalf of the COO, exercising excellent grammar and spelling.
• Assists with the Health System's annual licensing renewals, updates, and regulatory compliance.
• Manages AGOV policies for the COO, routing each policy to the appropriate department for review and editing prior to COO approval.
• Tracks and manages suspense timelines for requisitions, check requests, invoices, and other time-sensitive accounting functions requiring COO approval in Premier.
• Collaborates with internal departments and external stakeholders on various projects.
• Maintains district files in a complete, accurate, and orderly fashion.
• Maintains record keeping for Conflict of Interest Code & Statement of Economic Interests (Form 700).
• Manages special projects from inception to completion at direction of the COO and/or CEO.
• Performs a variety of office tasks such as maintaining records, ordering supplies, creating spreadsheets, preparing documents, and reports.
• Researches and organizes data, assisting the COO in report preparation and review.
• Sorts Administrative office mail, files correspondence, and records for the COO offices.
• Transcribes and/or types routine correspondence, drafts correspondence and reports.
• Assists the COO and other Executives in projects as requested.
• May act as representative for general questions by the public.
• Tracks and manages suspense timelines for contracts and renewals, and other types of contracts maintained in MediTract.
• Manages the COO's payroll/timekeeping approvals in UKG.
• Manages the use of corporate credit card, providing detailed reconciliation for COO approval.
• Provides support services to other executives as needed.
• Coordinates the scheduling, preparation, and agendas of assigned subsidiary Board Meetings, attends these meetings, takes minutes, and keeps accurate records of business conducted.
• Provides assistance for other hospital departments and individuals, as time allows and as requested.
• Demonstrates System Values in performance and behavior.
• Complies with System policies and procedures.
• Occasional travel to Incline Village Community Hospital, where COO is Administrator.
• Other duties as may be assigned.

Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Supervisory Responsibilities
No supervisory responsibilities.

Minimum Education/Experience
Associate's Degree or equivalent from two-year college or technical school; or 1-2 years relevant experience

Required Licenses/Certifications
Valid Driver's License in good standing - Upon hire

Other Experience/Qualifications

Required:

• Must be proactive, highly organized, and able to manage a wide range of tasks and projects with professionalism and discretion.
• Must have excellent communication skills, the ability to prioritize effectively, and a strong commitment to the mission and values of Tahoe Forest Health System.
• Strong verbal and written communication skills, including the ability to draft professional correspondence and presentations.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with project management tools.
• Demonstrated ability to work independently and collaboratively in a fast-paced environment.
• High level of emotional intelligence, tact, and interpersonal skills to build trust and rapport with diverse stakeholders.

Preferred:

• Prior work in public districts or legal setting with knowledge of open meeting laws.
• California Notary Public

Computer/Business Skills
Ability to use office machines. Extensive knowledge and ability to use word processing and other Microsoft Office programs.

Language Skills
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence.

Mathematical Skills
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.

Purpose of Contacts
Purpose is to obtain, clarify, or give facts or information regardless of the nature of those facts, i.e., the facts or information may range from easily understood to highly technical.

Reasoning Skills
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.