The Executive Assistant is required to be a pro-active self-starter that demonstrates the ability to work independently and to anticipate the needs of the people they support. Due to the role of the President, the Executive Assistant also serves as the liaison to the Board of Trustees. Be responsible for effectively and efficiently managing and coordinating the activities of the Office of President, plans and coordinates functions on behalf of the President, as well as the day to day operations. This position additionally supervises administrative support staff as assigned.
Provides high level, confidential administrative support that involves preparing reports and memorandum, scheduling meetings, planning business trips, answering phone calls and managing information requests by the President; determines, within guidelines, the President's responses to certain telephone calls and meeting requests.
Responsible for and manages all elements of the President's office as necessary to assure smooth and effective interaction with the Senior Leadership, Medical Staff, Hospital Staff and Community Leaders; utilizing professional discretion and independent judgment.
Represents the President by welcoming visitors, reviewing correspondence; arranging company dinners and other corporate functions; answering questions and meeting requests directed to the President, utilizing strong decision making and discernment abilities
Effectively manages competing priorities, demands on time as well as large quantities of information and documentation. Establishes priorities for work flow and pertinent information useful to President.
Assists key executives in making consistent decisions by advising them of historical precedents; serving as liaison between them and the President.
Acts as liaison for the President with the staff, public and key executives.
Responsible for the overall management of the President's appointment schedule.
Coordinates and prioritizes requests from outside agencies as well as hospital divisions for meetings with the President.
Responsible for all travel arrangements for the President from inception through reimbursement processes.
Responsible for drafting the annual meeting calendar for the board meetings as well as board committees; working with our Sponsor and other sponsored hospital members to accomplish accurate available dates for the coming year.
Completes projects and special assignments by establishing objectives; determining priorities; managing time; gaining cooperation of others; monitoring progress; problem-solving; making adjustments to plans.
Assemble and analyze data to prepare reports and documents.
Constructs correspondence for review and/or signature of President.
Responsible for the facilitation and completion of the annual State of Maine Hospital License Application as well as the American Hospital Association Annual Survey for the appropriate signature and filing.
Works in conjunction with the appropriate personnel, including but not limited to the Senior Leadership Team, effectively and professionally, in the coordination of pertinent data for the President's review.
In the absence of the President, provides data and reports to the Senior Leadership Team members concerning established priorities and task as delegated by the President.
Responsible for the preparation of the Senior Leadership Team weekly meetings, documentation, corresponding constructed agendas, and distribution for the membership's information and use.
Serves as the liaison to the Board of Trustees and often privy to confidential information and as such, requires diplomacy and discretion.
Responsible for conducting the appropriate research and constructing draft agendas containing all necessary vote information accompanied by entire meeting packet for approval of the President and assists in preparing materials for distribution at same.
Responsible for preparing and forwarding notices, meeting minutes and/or meeting packets to Board/Committee members in a timely fashion.
Responsible for preparing minutes for all Combined Board meetings as well as other Committee and Boards, as assigned, within established time frames.
Manages meeting RSVPs and notifications, as well as procedures for board actions/meetings per the bylaws.
Organizes and prepares meeting room with appropriate information, equipment and food service (if required) in an efficient manner.
Serving as a senior administrative support member, the Executive Assistant to President provides mentorship, guidance and leadership to the administrative secretarial pool as well as supervision of administrative support staff as assigned.
Job Skill Requirements:
Proficiency in word processing software, Microsoft Word Office Suites, etc.
Must possess excellent written and verbal communication skills as well as accurate typing and dictation/shorthand proficiency.
Must be a pro-active self-starter that demonstrates the ability to work independently with excellent organizational abilities.
We are an equal opportunity, affirmative action employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, age, disability status, gender, sexual orientation, ancestry, protected veteran status, national origin, genetic information or any other legally protected status.
St Mary's Health System