The Executive Assistant (EA) provides high-level administrative support to the Chief Clinical Officer and the Senior Director of Clinical Operations by conducting research, preparing statistical reports, handling information requests and performing clerical functions such as preparing correspondence, answering department inquires, arranging conference calls and scheduling meetings for the executive. The EA position is a critical role and provides the necessary leadership skills to supervise all administrative activities that facilitate effective management of the daily operations efforts and support of the strategic goals of Masonic Homes.
- Provides wide range of complex office administration and support.
- Proactively supports operations on special projects that drive patient satisfaction and quality care though innovative solutions (potentially through technology) on process improvement.
- Supports planned events with Administration or Masonic Events.
- Aids with review, refinement and development of any property improvements and key capital projects.
- Recognizes inconsistencies, areas of improvement, training needs and makes recommendations and assists with implementation as needed.
- Prepares financial statements, reports, memos, patient and/or family letters and other documents.
- Coordinates and prepares executive communications, including receiving and prioritizing phone calls/visitors, responding to emails and interacting with residents.
- Answers and routes phone calls, mail and e-mail messages and may handle a wide-range of information dissemination in a timely fashion.
- Manages complex calendars, arranges for meetings, appointments and travel arrangements.
- Manages and increases the effectiveness and efficiency of the department’s systems and processes through development and administration of office systems and procedures (i.e. efficient filing system of paper and electronic documents).
- Ensures protection and security of all files and records within department.
- Serves as the principal contact, on behalf of the executive, and source of information for residents, staff and external partnerships.
- Responsible for maintaining relevant department data and reportable metrics.
- Researches, gathers and analyzes data to prepare documents, reports, and presentations for review and presentation by Board, Committees, and other executives.
- Helps prepare executive for all meetings with logistics and necessary information such as changes and development. Ensure executive is timely attending scheduled meetings, attend meetings with executive, accurately records minutes, and distributes appropriately.
- Manages all cross-office coordination between all leadership executives and departments.
- Responsible for administration and maintaining government surveys, accreditations, and audits of clinical operations.
- Develops and maintains familiarity with general knowledge of related industry laws, regulations, contracts and clinical terminology.
- Exhibits leadership and professionalism always while responding to emergency issues.
- Manages Facility Association List via DSS’s electronic system.
- Manages incoming invoices, reconciliation and properly GL coding. Monitors and resolves administrative budget issues to include billing and payment authorization for planned and unplanned expenses and special events; handles recharges across business units, tracks and accounts for executive travel/business expenses.
- Acts as liaison or first point of contact for assigned projects or programs
- Regular Attendance.
- Act as a back-up to other administrative assistants.
- Other duties as assigned.
- Proven experience (5+ years) as an executive assistant or other relevant administrative support in a similar environment.
- Experience working with boards of directors/trustees and or nonprofit governance.
- Understanding of healthcare clinical operations, patient safety standards, accreditation/regulation, licensing, project management or a combination of these are preferred.
- Apparent credibility and integrity.
- Excellent communicator, including writing, speaking, editing, proofreading and computer skills, with great attention to detail.
- A proactive approach to problem-solving with strong decision-making skills.
- Ability self-start, work independently and achieve high standards to meet multiple deadlines and juggle the needs of changing priorities while still accomplishing set objectives.
- Adept in developing and maintaining strong relationships with internal & external stakeholders.
- Proficiency in various software suites (Microsoft, Kronos, Electronic Health Records (Matrixcare), DSS system, etc.) and comfortable around various high technologies.
- Maintains high level of confidentiality.
Any combination of education and experience that would provide the necessary knowledge and abilities listed, typically:
Bachelor’s Degree (or above) in relevant field or equivalent experience.
OBRA & TITLE 22 REQUIREMENTS
Ensures that residents' rights to fair and equitable treatment, self determination, individuality, privacy, property and civil rights, including the right to wage a complaint, are well established and maintained at all times.
Maintains confidentiality of appropriate resident care information to assure their rights are protected.
Reports all incidents/accidents, unsafe and hazardous conditions/equipment immediately. Follows established safety rules and regulations. Maintains work area in a clean, orderly and safe manner.
At the Masonic Homes you will have the opportunity to combine your passion for helping people and high ethical standards with the opportunities to advance your career.
In return for your skills and passion, we offer:
- Work at a Top Place to Work focused on teamwork and support.
- Health Benefits, including PTO, 10 Paid Holidays, Tuition Reimbursement, 401k.
Job Type: Full-time