Executive Office Coordinator
Overview:
Position Summary:
Coordinate the day-to-day operation of the executive corporate office and provide administrative support for the executive, business development and legal and compliance teams.
Qualifications:
Education:
Bachelor's degree preferred.
Experience:
Minimum five years of experience in the coordination of administrative/complex executive office setting in a health care-related environment.
Other Knowledge/Skills/Abilities:
- Microsoft Office program/computer skills required. Advanced PowerPoint skills preferred.
- Demonstrated excellence in written/verbal communication skills and professional presence.
- Must be self-directed and possess effective problem-solving skills.
- Must possess superior organizational skills and be able to multi-task in a fast-paced work environment.
Responsibilities:
Principle Duties & Responsibilities:
Responsible for the organization and coordination of work to meet the needs of multiple leaders within the corporate office. This includes:
Maintenance of schedules including coordination of travel arrangements.- Triaging telephone inquiries.
- Greeting visitors, ascertaining nature of their business and directing them appropriately.
- Composing and/or transcribing correspondence and reports as directed.
- Maintaining a filing system in an efficient and organized manner.
- Screen incoming mail for appropriate distribution and response.
- Identifying immediate priorities for executives and self and assisting with response.
Responsible for the coordination of processes to ensure the effective management of activities which occur in the executive corporate office. This includes, but is not limited to, preparing/processing disbursement orders, scheduling/approving time and attendance requests and ordering supplies as needed.
Read and analyze documents and reports to determine their significance and plan their distribution.
Embodies the Memorial Health Performance Excellence Standards of Safety, Courtesy, Quality, and Efficiency that support our mission, vision and values:
- SAFETY: Prevent Harm - I put safety first in everything I do. I take action to ensure the safety of others.
- COURTESY: Serve Others - I treat others with dignity and respect. I project a professional image and positive attitude.
- QUALITY: Improve Outcomes - I continually advance my knowledge, skills and performance. I work with others to achieve superior results.
- EFFICIENCY: Reduce Waste - I use time and resources wisely. I prevent defects and delays.
Provide coordination and administrative support to various operational committees and groups which include the development of meeting agendas and presentations, distribution of meeting material, minutes and correspondence as appropriate.
Maintain current knowledge of administrative, corporate governance, legal and compliance policies. Responsible for the maintenance of the policy manuals to ensure compliance with regulatory standards and state/federal statutes.
Assist with maintenance of governing documents and state filings.
Assist with legal duties, such as: subpoenas, legal matter tracking, etc.
Perform conference room scheduling and resource management for conference rooms.
Maintain proficiency in the use of Microsoft Office suite to ensure efficient operation of the executive office.
Handle confidential and sensitive information related to executive decisions, personnel matters, legal matters, and strategic plans with integrity.
Maintain strict discretion and confidentiality concerning all correspondence and job-related activities.
Maintain a commitment to the MH mission, vision, values, goals and behavioral standards.
Perform other duties and assigned.