Provides executive level administrative support to the EVP(s) and assists with the coordination of board activities, as well as all aspects of various management, committee, special reports and other related activities often of a confidential nature. Supports operations and organizational goals, as well as manages, prepares and tracks EVP(s) Corporate budget and calendar. Ensures the smooth and efficient operation of the office. Models appropriate behavior as exemplified in MLH Mission, Vision and Values.
High school graduate or equivalent.
Minimum of five years of progressive office administrative experience required, with health care clerical experience preferred.
Experience with corporate and system healthcare.
One or two years of college preferred.
Knowledge of multi-corporation structure.
Ability to communicate well and work closely with legal counsel, system executives, Board and Medical Staff leadership and Associates.
Ability to communicate verbally and in writing with Associates, physicians, and other outside professionals.
Ability to work without close supervision and to exercise independent judgment.
Ability to plan, schedule and organize multiple tasks and projects and to maintain control of own and others' workflow.
Ability to understand and prepare complex written materials.
Ability to lead and motivate individuals and groups of people toward the accomplishment of work and organizational goals.
Knowledge of rules of grammar, spelling, and business correspondence.
Proficient skills in Microsoft Office applications, specifically Word, Excel, PowerPoint and Outlook.
Ability to perform basic arithmetic calculations as would be acquired through completion of high school.
Ability to take dictation by shorthand.
Key Job Responsibilities
Provides executive administrative support for the EVP(s) of Methodist Le Bonheur Healthcare. Performs a broad variety of administrative tasks for the EVP including managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
Screens incoming calls to the EVP, determining nature of call and whether or not it requires the attention of the EVP. Responds to caller directly based on knowledge of the EVP's preferences, office functions, policy, priorities, availability, etc.
Directs executive office communications including tracking all calls, emails and correspondence routed to or from the office. Takes initiative to personally respond to correspondence when appropriate in order to assist the EVP.
Assists in developing and monitoring budget by maintaining expenses of office supplies, subscriptions, travel, etc. Maintains records on budget expenditures for assigned cost centers.
Handles activities on behalf of the EVP(s) to directly assist with the running of business operations.
Researches, prioritizes, and follows up on incoming issues and concerns addressed to the EVP(s), including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
Provides a bridge for smooth communication between the EVP's office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
Builds and supports relationships crucial to the success of the organization, and manages a variety of special projects for the EVP(s), some of which may have organizational impact.
Plans, organizes, and directs all aspects and activities related to the Board subcommittee meetings and other special committees and task forces as determined by the EVP(s).
Executes and distributes ad hoc statistical reports in support of data collection/reporting processes for various departments. Reports are used for bench marking (e.g. utilization data for insurance and bond issue reports).
Performs other job functions as assigned or requested.
The physical activities of this position may include climbing, pushing, standing, hearing, walking, reaching, grasping, kneeling, stooping, and repetitive motion.
Must have good balance and coordination.
The physical requirements of this position are: light work - exerting up to 25 lbs. of force occasionally and/or up to 10 lbs. of force frequently.
The Associate is required to have close visual acuity to perform an activity, such as preparing and analyzing data and figures; transcribing; viewing a computer terminal; or extensive reading.
The conditions to which the Associate will be subject in this position: The Associate is not substantially exposed to adverse environmental conditions; job functions are typically performed under conditions such as those found in general office or administrative work.
Occasional travel to other facilities and meeting sites.
Methodist Le Bonheur Healthcare