This position will be hybrid/remote
POSITION DESCRIPTION:
The Senior Executive Assistant delivers high-level administrative, clerical, and project management support to members of the executive team. This role requires independent judgment, discretion, and the ability to manage highly confidential information. The position supports governance functions, physician leadership initiatives, executive communications, and strategic projects on behalf of the executive team.
ESSENTIAL JOB FUNCTIONS:
- Provides high-quality administrative and clerical assistance to top-level executive team and handles a wide variety of situations involving high level executive office functions exercising independent judgment and discretion regarding highly confidential matters.
- Relies on experience and reasoning to plan and accomplish goals with a wide degree of creativity and latitude.
- Manages projects related to governance, physician leadership development, committee work, and others as needed. Relies on experience and reasoning to plan and accomplish goals with a wide degree of creativity and latitude.
- Manages the Partner Pathways data base and prepares “eligible” partner listings in Spring and Fall of each year for CMO and Governing Board consideration, ensuring timely partner communications following the review process.
- Coordinates daily calendar and communications, ensuring that high priority meeting documents are ready and key communications are escalated to the executive team attention promptly.
- Leads and manages cross-functional strategic projects, ensuring alignment with organizational goals, timely execution of key milestones, and successful implementation of initiatives that promote operational excellence and quality improvement.
- Facilitates internal communication (e.g., distributes information and schedules presentations).
- Maintains paper and electronic files, ensuring that information is readily accessible when needed.
- Manages and/or serves as back up to purchasing of recognition gifts for provider annual meeting and retirement gifts for eligible employees.
- Monitors executives’ inboxes and communicates at least once daily regarding high priority activities and communications.
- Plans for and coordinates senior medical leadership search committees.
- Manages and/or serves as back up to Administration credit card, including receipt collection, reconciliation and submission to Finance.
- Completes assigned projects and performs other administrative support duties as needed.
ORGANIZATIONAL EXPECTATIONS:
- Creates a positive, professional, service-oriented work environment, by supporting the mission and values of Trinity Health Medical Group.
- Must be able to work effectively as a member of the Executive Team.
- Assumes responsibility for performance of job duties in the safest possible manner, to assure personal safety and that of coworkers, and to report all preventable hazards and unsafe practices immediately to management.
- Successfully completes all relevant organizational training and adheres to Trinity Health Medical Group standard of care as outlined in the Trinity Health Code of Conduct.
- Maintains knowledge of and complies with Trinity Health Medical Group standards, policies and procedures.
- Maintains general knowledge of Trinity Health Medical Group office services and in the use of all relevant office equipment, computer and manual systems.
- Maintains strict confidentiality in compliance with Trinity Health Medical Group and HIPAA guidelines.
- Serves as a role model by demonstrating exceptional ability and willingness to take on new and additional responsibilities. Embraces new ideas and respects cultural differences.
- Uses resources efficiently.
- If applicable, responsible for ongoing professional development – maintains appropriate licensure/certification and continuing education credentials, participates in available learning opportunities.
MEASURED BY:
Performance that meets or exceeds expectations as outlined in the annual Trinity Health Medical Group Performance Review document, relative to position.
ESSENTIAL QUALIFICATIONS:
EDUCATION: Bachelor’s degree or three to five years’ related experience, or equivalent combination of education and experience.
CREDENTIALS/LICENSURE: None
MINIMUM EXPERIENCE: Three to five years’ related experience, or equivalent combination of education and experience.
POSITION REQUIREMENTS (ABILITIES & SKILLS):
- Proficient in operating a standard desktop and Windows-based computer system, including but not limited to email, e-learning, intranet, Microsoft Word and Excel, Visio, Adobe Acrobat, other programs necessary for the role. Ability to use other software as required while performing the essential functions of the job.
- Excellent communication skills in both written and verbal forms, including proper phone etiquette. Ability to speak and present before groups of people, either in-person or virtually, and respond to questions from groups of managers, clients, customers and the general public.
- Ability to work collaboratively in a team-oriented environment; displays courteous and friendly demeanor.
- Ability to work effectively with various levels of organizational members and diverse populations including Trinity Health Medical Group staff, providers, administrative executive and management leadership, vendors and external customers, community groups, Trinity Health and hospital leaders and support staff, consultants, patients, family members and guests.
- Ability to perform mathematical calculations needed during the course of performing basic job duties. Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference and volume. Ability to apply concepts of basic algebra and geometry.
- Ability to cross-train in other areas in order to achieve smooth flow of all operations.
- Good organizational and time management skills to effectively juggle multiple priorities and time constraints.
- Ability to exercise sound, accurate judgement and problem-solving skills. Identifies and resolves problems in a timely manner with a variety of alternative, concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form. Gathers and analyzes information skillfully and works well in group problem-solving situations.
- Ability to maintain any organizational information in a confidential manner.
- Successful completion of IHA competency-based program within introductory and training period.
MINIMUM PHYSICAL EXPECTATIONS:
- Physical activity that often requires keyboarding, filing and phone work.
- Physical activity that often requires extensive time working on a computer.
- Physical activity that sometimes requires walking, standing, bending, stooping, reaching and/or twisting.
- Physical activity that sometimes requires lifting, pushing and/or pulling under 30 lbs.
- Specific vision abilities required include close vision, depth perception, peripheral vision and the ability to adjust and focus.
- Manual dexterity sufficient to operate a keyboard, photocopier, telephone, calculator and other office equipment.
- Must hear and speak well enough to conduct business over the telephone or face to face for long periods of time in English.
MINIMUM ENVIRONMENTAL EXPECTATIONS:
This job operates in a typical office environment which involves frequent interruptions and significant interaction with people which can be stressful at times.
