ABOUT NCH
NCH is an independent, locally governed non-profit delivering premier comprehensive care. Our healthcare system is comprised of two hospitals, an alliance of 700+ physicians, and medical facilities in dozens of locations throughout Southwest Florida that offer nationally recognized, quality health care.
NCH is transforming into an Advanced Community Healthcare System(TM) and we’re proud to: Provide higher acuity care and Centers of Excellence; Offer Graduate Medical Education and fellowships; Have endowed chairs; Conduct research and participate in national clinical trials; and partner with other health market leaders, like Hospital for Special Surgery, Encompass, and ProScan.
Join our mission to help everyone live a longer, happier, healthier life. We are committed to care and believe there's always more at NCH - for you and every person we serve together. Visit nchjobs.org to learn more.
JOB SUMMARY
The Executive Assistant coordinates and provides professional assistance as needed to support assigned Executives in daily operations including, but not limited to Provider and Staff inquiries, and assistance as needed to assure optimal operating efficiency for the Executive Team.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Other duties may be assigned.
· Acts as primary liaison between Administration with employees and providers as well as external customers. Assesses and prioritizes validity of requests for meetings and collaborates to confirm agendas for assigned Executives. Provides receptive support to issues that influence quality of service to patients, customers, and outside departments. Effectively and autonomously completes tasks following departmental and institutional policies and procedures. Manages time appropriately to ensure responses are timely and all deadlines are met.
· Demonstrates positive attitude, cooperation, discretion, and respect to all team members at all times. Maintains a professional level of helpfulness, understanding, respect, trust and open mindedness while carrying out daily functions.
· Audits current office processes and collaborates with colleagues to streamline and enhance productivity, and improve working conditions that support the team, the Executives they assist, and overall administrative operations for the system.
· Completes a review and necessary research to prepare memos, correspondence, and contracts as needed. Answers telephone calls, determines the significance of each call, relays messages as appropriate and returns phone calls to patients, physician offices and other departments with requested information.
· Handles routine distribution and collection of administrative information, such as payroll, accounts payable and travel arrangements. Responsible to ensure correct cost centers are charged and pay and reimbursements are timely and complete, as well as ensuring fiscally conservative decision-making when scheduling travel.
· Demonstrates effective professional communication and excellent customer service skills based on positive attitudes and values.
· Clearly understands purposes, objectives, practices, and policies and procedures of the System.
· Effectively controls costs through the economical utilization of supplies and equipment.
· Effectively and efficiently gathers necessary data, analyzes the data as needed, and develops statistics, charts, graphs, and information packets as requested by Senior Leadership.
· Utilizes discretion to assist internal and external customers with immediate problems and acting as a representative for the healthcare system.
· Prepares check requests and RFP’s for the assigned Executives as needed, ensuring complete research has been completed, including financial analysis and correct cost centers and codes.
· Demonstrates the ability to utilize Word, Excel, and Outlook and assists with statistics, agendas and minutes and distributes as needed.
· Follows NCH policies and adheres to the Code of Conduct.
· Works independently and successfully copes with demands from superiors and peers, demonstrating effective judgment and critical thinking.
· Coordinate and maintain schedules for executives and team members which includes adjusting and rescheduling meetings as needed to accommodate changes or urgent priorities.
· Coordinate and organize events, meetings and conferences for executives including event logistics including venue booking, catering, transportation and audio/visual setup.
· This position may be responsible for working a weekly rotation to cover front desk duties in the executive suite.
EDUCATION, EXPERIENCE AND QUALIFICATIONS
· Reports to Senior Leader.
· Assocaites Degree with 5 years of experience in a clerical office setting OR 8 years of relevant administrative experience required. Healthcare experience preferred.
· Strong computer graphing and reporting skills required.
· Project management experience required.
· Proficiency in Microsoft Office applications including MS Word, Outlook, Excel, and PowerPoint.
· Payroll experience preferred.
· Ability to communicate and work effectively with patients and employees at all levels in the company.
· Ability to organize and prioritize workload.
· Ability to use discretion and maintain confidentiality.
· Excellent communication skills both written and verbal.
· Excellent customer service skills.
· Ability to maintain a courteous and professional demeanor.
· Ability to work cooperatively with all internal and external contacts in a non-judgmental manner.
· Ability to perform multiple tasks in a fast-paced environment.
· Follows verbal and written directions with ease.
· Ability to be flexible in work style.
· Ability to work in a team environment and be a team player.
· Intermediate computer knowledge: Uses Microsoft Word, Excel, Outlook, and Windows.
