Executive Assistant

Location

Carmichael, CA | United States

Job description

Dignity Health Mercy San Juan Medical Center is a 370-bed not-for-profit Level 2 Trauma Center located in Carmichael California serving the areas of north Sacramento County and south Placer County for more than 50 years. It is one of the area’s largest and most comprehensive medical centers. Dedicated to the community’s well-being our staff and volunteers provide excellence in care for our patients each year. Mercy San Juan Medical Center has received recognition for being a Comprehensive Stroke Center and Center of Excellence for Bariatric Surgery along with Certificates of Excellence in Perinatal Care Hip- and Knee- Replacement.

The incumbent provides daily administrative and secretarial support for MSJMC Administrative members including but not limited to Vice Presidents Directors Managers etc. This position will also handle back-up assistance to the Hospital President as needed. Expectations for performance will include independent action to perform complex and responsible secretarial work relieves administrators of administrative detail and non-routine work acts as a liaison and may have special assignments and projects. Often has responsible and sensitive public contact.

The incumbent shall demonstrate behaviors consistent with the core (Mercy) values in support with Mercy San Juan Medical Center and the Mission and Philosophy of Dignity Health.

• Schedules meetings, making adjustments as necessary; posts and maintains appointment calendars; prepares confirmations, agendas and materials; makes room/food arrangements and does follow-up work as required. Provides secretarial support to customers with accuracy, thoroughness, and helpfulness
• Screens and distributes incoming correspondence, handles and advises administrator of action taken or prioritizes and arranges with pertinent materials and notation of necessary action to be taken attached.
• Composes, transcribes, formats and/or types correspondence. Takes accurate minutes at meetings. Provides secretarial support to assigned committees.
• Screens a variety of calls and visitors and, where appropriate, refers them to other staff members or personally provides information based upon established program and policy issues.
• Maintains comprehensive Administrative, Subject and Contract Files.
• Reviews and screens invoices; tracks expenditures and purchases to assure adherence to budget. Assists other administrators and their support staff as needed.
• Project work. Provides staff assistance on special projects/program issues; credentialing requirements; photocopying projects; gathers facts and materials; communicates with others on administrators behalf; transmits information and/or instructions. Makes travel arrangements, prepares and submits expenditures for authorization and/or reimbursement

This position requires at least 4 years of increasingly responsible secretarial experience which demonstrates the following knowledge skills and abilities.

Knowledge of: Current administrative secretarial and office methods and procedures; business mathematics; word processing and personal computer applications (Microsoft Office Software Suite); English grammar, spelling, punctuation, and business correspondence formats; medical terminology; some knowledge of hospital organization operations and functions; project management. 

Skills : Effective and accurate oral and written communication skills; organizational skills.

Ability to: Work independently; make independent decisions; prioritize and manage projects/tasks assigned by multiple supervisors; maintain and readjust multiple calendars to accommodate changing priorities; maintain equanimity under multiple interruptions deadlines disciplines and priorities; anticipate and proactively solve problems; initiate compose and respond to correspondence and related materials; establish and maintain filing systems; maintain confidentiality of sensitive business matters and correspondence; arrange meetings, conferences, interviews, air travel, car rental, and hotel accommodations; interact with a variety of people; take accurate meeting minutes.

Job tags

Salary