Executive Assistant

Employment Type:Full timeShift:Day ShiftDescription:MERCY MEDICAL CENTERJOB DESCRIPTIONTITLE: Executive Assistant FLSA STATUS: ExemptDEPARTMENT: AdministrationGENERAL SUMMARY:This position provides executive administrative support to one or more vice presidents/senior vice presidents by assisting with functions on behalf of the executive(s) and coordinating executive communications.CORPORATE PHILOSOPHY STATEMENT:It is the obligation of each employee of Mercy Medical Center to abide by and promote the mission and core values of the Spirit of Mercy.CORPORATE POLICY STATEMENT:It is the obligation of each employee of Mercy Medical Center to comply with Mercy’s mission, values, standards of conduct, policies, procedures and related practices (e.g., Dress Code, Time and Attendance, and other policies).HIPAA SECURITY COMPLIANCE:Security Access: High “Incumbent has access to restricted or confidential patient information and must comply with the terms of the Mercy Medical Center Security Policies as it applies to their job role.”ESSENTIAL FUNCTIONS: Answers and screens telephone calls and provides information on behalf of the executive(s); answers questions about assigned area(s). In absence of executive(s), effectively uses available resources to make minor administrative decisions. Prioritizes communications and correspondence for executive(s). Processes incoming and outgoing mail and materials; takes initiative to answer mail and/or requests, as appropriate. Anticipates executive’s needs and is proactive in meeting those needs. Creates presentations, communications and other professional documents under the direction and guidance of the executive(s). Independently composes and prepares letters, reports, meeting materials and memoranda in a professional format. Takes and transcribes dictation of letters, memoranda, articles, standards, and other material. Manages and coordinates executive(s) schedules and meetings. Makes necessary arrangements for administrative meetings and attends and takes minutes at such meetings, distributing meeting minutes and related material to appropriate individuals; completes follow-up on actions taken at meetings. Makes all travel arrangements and plans for executive(s) Maintains accurate specific and general files and records, including legal and confidential files. Shows initiative and flexibility in carrying out day-to-day responsibilities to executive(s) and the organization.MARGINAL FUNCTIONS: Effectively assumes job responsibilities of co-workers during their absence, as required. Works collaboratively with others on projects and assignments. May perform secretarial functions for subsidiary Boards and/or Board committees.MINIMUM KNOWLEDGE, SKILLS AND ABILITIES REQUIRED: High school diploma. Three to five years administrative secretary/administrative assistant experience. Proficiency in using a variety of software packages, such as Microsoft Word, Outlook, PowerPoint, Excel, Access, etc., to produce correspondence and documents and maintain presentations, records, spreadsheets and databases is required. Good knowledge and demonstration of professional office practices.PHYSICAL ACTIVITY REQUIREMENTS: (Constant = 67-100% of workday, Frequent = 34-66% of workday, Occasional = 33% or less of workday)CONSTANT: Talking: Expressing or exchanging ideas by means of the spoken word—those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly. Hearing: Perceiving the nature of sounds at normal range; ability to receive detailed information through oral communication, and to make fine discriminations in sound, such as when auscultating and percussing. Repetitive motions: Substantial movements (motion) of the wrists, hands, and/or fingers. Fingering: Writing or otherwise working, primarily with fingers rather than with the whole hand or arm as in handling.FREQUENT: Pushing: Using upper extremities to press against something with steady force in order to thrust forward, downward or outward. Reaching: Extending hand(s) and arm(s) in any direction.OCCASIONAL: Grasping: Applying pressure to an object with the fingers and palm. Lifting: Raising objects from a lower to a higher position or moving objects horizontally from position to position. Walking: Moving about on foot to accomplish tasks.PHYSICAL DEMAND REQUIREMENTS: Sedentary work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.VISUAL ACUITY REQUIREMENTS: Work involves use of computer terminal, extensive reading and preparing and analyzing of data.INTELLECTUAL/EMOTIONAL REQUIREMENTS: Adaptability to performing under stress when confronted with emergent, critical, unusual, or dangerous situations, or situation in which working speed and sustained attention are make-or-break aspects of the job. Adaptability to performing a variety of duties, often changing from one task to another without loss of efficiency or composure. Ability to maintain both a high standard of courtesy and cooperation in dealing with co-workers, patients and visitors and satisfactory job performance despite the stress of a hospital work environment. Adaptability to dealing with people beyond giving and receiving instructions.EQUIPMENT/TOOLS: Standard computer terminals, printers, communication systems equipment and special equipment found in assigned area.WORKING CONDITIONS: The worker is subject to inside environmental conditions: protection from weather conditions but not necessarily from temperature changes. The worker is subject to hazards in the work area: may be exposed chemical cleaners and/or sharp instruments. The worker is subject to a range of noise levels from quiet to moderate: phones, pagers, mechanical alarms and occasional construction work.REPORTING RELATIONSHIPS: Reports to Vice Presidents and/or Senior Vice Presidents.The above is intended to describe the general content of and requirements for this job. It is not intended to be a complete statement of duties, responsibilities or requirements.APPROVALS:Name Vice President/Senior Vice President DateName Human Resources Representative DateOriginal Signatures on File in Human ResourcesUpdated 5-2014GENERAL SUMMARY:This position provides executive administrative support to one or more vice presidents/senior vice presidents by assisting with functions on behalf of the executive(s) and coordinating executive communications.ESSENTIAL FUNCTIONS: Answers and screens telephone calls and provides information on behalf of the executive(s); answers questions about assigned area(s). In absence of executive(s), effectively uses available resources to make minor administrative decisions. Prioritizes communications and correspondence for executive(s). Processes incoming and outgoing mail and materials; takes initiative to answer mail and/or requests, as appropriate. Anticipates executive’s needs and is proactive in meeting those needs. Creates presentations, communications and other professional documents under the direction and guidance of the executive(s). Independently composes and prepares letters, reports, meeting materials and memoranda in a professional format. Takes and transcribes dictation of letters, memoranda, articles, standards, and other material. Manages and coordinates executive(s) schedules and meetings. Makes necessary arrangements for administrative meetings and attends and takes minutes at such meetings, distributing meeting minutes and related material to appropriate individuals; completes follow-up on actions taken at meetings. Makes all travel arrangements and plans for executive(s) Maintains accurate specific and general files and records, including legal and confidential files. Shows initiative and flexibility in carrying out day-to-day responsibilities to executive(s) and the organization.MINIMUM KNOWLEDGE, SKILLS AND ABILITIES REQUIRED: High school diploma. Three to five years administrative secretary/administrative assistant experience. Proficiency in using a variety of software packages, such as Microsoft Word, Outlook, PowerPoint, Excel, Access, etc., to produce correspondence and documents and maintain presentations, records, spreadsheets and databases is required. Good knowledge and demonstration of professional office practices.Our Commitment to Diversity and InclusionTrinity Health is one of the largest not-for-profit, Catholic healthcare systems in the nation. Built on the foundation of our Mission and Core Values, we integrate diversity, equity, and inclusion in all that we do. Our colleagues have different lived experiences, customs, abilities, and talents. Together, we become our best selves. A diverse and inclusive workforce provides the most accessible and equitable care for those we serve. Trinity Health is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, status as a protected veteran, or any other status protected by law.Our Commitment to Diversity and InclusionTrinity Health is a family of 115,000 colleagues and nearly 26,000 physicians and clinicians across 25 states. Because we serve diverse populations, our colleagues are trained to recognize the cultural beliefs, values, traditions, language preferences, and health practices of the communities that we serve and to apply that knowledge to produce positive health outcomes. We also recognize that each of us has a different way of thinking and perceiving our world and that these differences often lead to innovative solutions.Our dedication to diversity includes a unified workforce (through training and education, recruitment, retention, and development), commitment and accountability, communication, community partnerships, and supplier diversity.EOE including disability/veteran