Northern Light Eastern Maine Medical Center
Department: Hospital and Other Admin
Position is located: Eastern Maine Medical Center
Work Type: Full Time
Hours Per Week: 40
Work Schedule: 8:00 AM to 4:30 PM
Job Summary
Provide high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and managing Executive's calendar.
Essential Functions
· Answers phones, prioritizes incoming mail and routes questions or messages in proper direction, or if appropriate, answers question. Develops process to ensure questions are routed appropriately and closure of inquiries has been met.
· Works with visitors to arrange their visit and where applicable, assists with onsite meetings.
· Schedules appointments, meetings (including web-based meetings) and vendor presentations to maximize time and availability. Evaluates meeting requests and prioritizes based on executive’s direction and personal knowledge of strategic importance of subject matter.
· Works as Event Planner for off-site meetings, overseeing the venue contracts, catering, AV and speakers as needed.
· Coordinates executive’s travel plans including hotel, airfare, ground transportation, and registrations.
· Manages corporate credit card account making discretionary purchases as needed to run the executive’s office including monthly reconciliation of account. Ensures proper accounting for purchases.
· Proactively creates documents needed by executive for review and disseminates the information and reports appropriately.
· Assists executive in goal tracking.
· Compiles reports for executive and organization as requested.
· Attend meetings to record minutes. Compile, transcribe, and distribute minutes of meetings.
· Maintains files and databases of pertinent information. Uses discretion to purge and/or store files as appropriate.
· Develops and maintains a process to ensure timely policy review/renewal according to the policy standards.
· Maintains database of contracts and their expiration dates and works with vendors to renew as appropriate.
· Initiates, manages, and reviews the budget preparation process and reports. Gathers and analyzes the data needed for upcoming budget. Reports for any compliance issues.
· As a proxy for and under the supervision of leader, enters, edits and approves time and requests corrections
· Maintain a safe environment complying with NLH policies and procedures; report and directly address environmental hazards and violations of patient safety policy and/or protocol when involved or observed.
· May perform other duties upon request.
Education and Experience
· 2 year degree in secretarial science or the equivalent combination of education and experience is required.
· 5+ years of administrative assistant experience in addition to education requirement. Prior experience supporting a CEO-level or other senior executive preferred.
Required Minimum Knowledge, Skills and Abilities
· Demonstrate system values and integrates them into daily organizational practice.
· Actively support patient-centered care with sensitivity and respect for the diversity of human experience.
· Ability to handle difficult and stressful situations with professional composure.
· Ability to influence others' actions and decisions without express authority.
· Ability to prioritize and triage contacts to the executive office and refer issues to others within the organization.
· Working experience maintaining calendars is MS Outlook and scheduling meetings and meeting rooms.
· Advanced Microsoft Office skills:
- MS Word: able to use advanced formatting, convert between text and table, apply footnoting, create tables of contents and apply advanced mail merge techniques
- Excel: able to use conditional formatting, look-up functions, pivot tables and advanced charting and graphs;
- PowerPoint: able to design themes and variants, create animations and effects.
· Ability support Board and senior-level management meetings, including maintaining SharePoint sites, taking and distribute minutes.
· Ability to set up and maintain complex record systems.
Working Conditions
- Lifting, moving and loading less than 20 pounds.
- Prolonged periods of sitting.
- Prolonged periods of standing.
- Prolonged periods of walking.
- Work beyond the regularly scheduled hours.