Executive Secretary Full Time Benefits

Full Time 80 hours per pay period Benefits Under minimal supervision, provide personal secretarial, clerical and administrative support services for Chief Executive Officer and Chief Financial Officer such as: preparing correspondence in final form, receiving visitors, scheduling meetings, maintaining files and conducting special projects as assigned. Duties require a thorough knowledge of CEO’s areas of responsibility in order to gather data and prepare reports, answer correspondence, conduct projects and so forth. Perform office management functions such as, leading administration assistant staff, purchasing standard supplies and performing routine bookkeeping and billing functions.

ESSENTIAL FUNCTIONS:

1.___ Performs a wide variety of typing duties such as composing correspondence and preparing forms, tables, charts, records, statistical tables, schedules and so forth which are often confidential in nature and may require Dictaphone functions.

2.___ May direct work activities of other clerical personnel and review correspondence, memoranda and routine reports prepared by others for supervisor to ensure proper format, typographical accuracy, adherence to procedures and all necessary background information is attached. Submits materials for supervisor’s review. .

3.___ Assists in preparing complex administrative reports, statements, rosters and so forth.

4.___ Reviews and screens visitors and telephone calls, ascertains callers’ needs and tactfully refers callers to appropriate personnel. Respond to inquiries concerning general administrative activities and operations, and refers complex and/or sensitive inquires to appropriate person(s).

5.___ Regularly engages in a variety of contacts inside and outside Hospital in order to obtain or relay information, arrange meetings, gather data and so forth, often dealing with executives, medical staff or influential outsiders. In absence of, or as directed by President, may be required to relay confidential or sensitive information.

6.___ Receives and reads incoming correspondence, reports, memoranda and the like; screens items which can be routinely handled, prepares appropriate responses and forwards remaining materials to President or others along with necessary background information.

7.___ Arranges meetings, conferences, schedules, interviews and appointments, completes travel arrangements and maintains President’s business calendar.

8.___ Establishes, maintains and revises record keeping and filing systems, and classifies, sorts and files correspondence, articles, records and other documents.

9.__ Assists CEO with Board of Director and PLG activities/functions as directed. Maintains Board of Director minute and informational books up to date. Maintains accurate PLG roster/information for President.

10.__Serves as liaison for CEO with Medical Staff, Board of Directors, hospital personnel, etc.

• Performs specialized functions pertaining to departmental operations including bulk purchasing of departmental supplies and materials, and requisitioning regular office supplies
• Supports the hospital Medical Director
• Performs backup duties in the absence of the Medical Staff Coordinator.
• Observes all safety and hygiene rules/regulations.

11. Contributes to Performance Improvement activities at Lutheran Kosciusko Hospital.

• Assures protection and privacy of medical information as obtained through written,

electronic or oral disclosure.

NON-ESSENTIAL FUNCTIONS:

• Performs other duties as required or assigned.

JOB QUALIFICATIONS:

Education and Formal Training Required:

Training and experience in personal computers and various software, including Microsoft Word, Excel, and Power Point and Google Sheets.

Associates Degree in Business or related field required.

Classes, or experience in various computer software packages as Word, Excel, Lotus, Graphics, or Power Point.

Experience Required:

Three to five years advanced secretarial experience or related experience required.

Licensure Required:

None

Other:

Must have excellent verbal and written communication skills.

Analytical skills necessary in order to handle semi-complex administrative details such as preparing special nonrecurring reports by combining confidential data from several sources and scheduling and handling administrative/secretarial needs of President.