ADMIN - EXECUTIVE ASSISTANT-HOURLY

Beebe Healthcare; Lewes (DE); On-site; USD 35,000 - 55,000; Full time

Job summary

Beebe Healthcare seeks an experienced administrative professional to provide diversified support to the executive leadership in a fast-paced hospital setting. The role requires discretion, organizational excellence, and the ability to coordinate complex schedules and meetings.

You will interact with physicians, board members, and community representatives, handling confidential information and guiding routine tasks with precision and courtesy.

Qualifications

• Five or more years administrative experience with high discretion.
• Proficiency in Microsoft Word and Windows environments.
• Typing speed 65+ wpm and strong written communication.
• Ability to manage confidential information and sensitive records.

Responsibilities

• Provides diversified administrative and secretarial support to the Executive Staff member.
• Prepares agendas, minutes, and communications for the Vice President/President and Board meetings.
• Schedules meetings, coordinates travel and logistics, and maintains records.
• Acts as front-line liaison with physicians, executives, and community stakeholders.
• Manages notary services, invoices, budgets, and routine office tasks.

Skills

Admin experience

Communication

Confidentiality

Customer service

Crisis management

Scheduling

Education

Associates Degree

Tools

Microsoft Word

Windows

Excel

PowerPoint

Visio

Job description

Why Beebe?

Why Beebe? Become part of the Beebe team - an inclusive team positioned in a vibrant, coastal community. Enjoy a fulfilling career as you support the health of our patients and a team focused on excellence.

Overview

Provides diversified administrative and secretarial support to an Executive Staff member. Positions at this level require a professional demeanor, confidential and sensitive discretion, complexity and scope.

Responsibilities

Handles matters of a routine nature to conserve the Vice President/President's time. Performs certain executive functions to assist the Vice-President/President within delegated authority. Provides assistance and effectively communicates with the Medical Center's customers , i.e., physicians, Board Members, Executive Staff, Management Team and the community at large. Refers customers as appropriate. Provides administrative and secretarial support to members of the Executive Staff, President's direct reports and the Board of Directors, as needed. Serves as a liaison to outside business representatives and is the front line person who greets the Medical Center's customers. Projects a professional image in dealing with various personality types and during stressful situations. Maintains required records, reports, files and security of confidential information. Composes and types correspondence, memos, reports and/or minutes; transcribes dictated and handwritten material of a general or confidential nature. Types and formats special projects and proof reads a variety of material for the Medical Center. Schedules meetings/events and coordinates logistics on a daily basis, as appropriate. Makes venue, travel and lodging arrangements for office and board-related meetings and conferences. Provides research and administrative support for special projects & presentations. Collects and prepares information for the Vice-President/President's use in discussions and meetings. Coordinates and/or attends meetings of the Executive Staff, Board of Directors, Board Committee meetings and other Medical Center official meetings as required. Prepares and disseminates the meeting agendas, schedules presenters and/or prepares and distributes meeting minutes and attachments of meetings. Processes routine office tasks and projects including: birth certificates to new parents, invoices for payment, open lines communications, team member birthday cards, annual department budget, kudos letters to team members and physicians and/or payroll. Takes customer (external and internal) concerns and handles in an appropriate manner and filters to appropriate team members for appropriate resolution and response. Keeps the Vice-President's/President's office running efficiently by organizing and processing the daily correspondence and coordinating appropriate responses or disseminating to appropriate departments. Maintains department equipment. Restocks department supplies. Maintains notary commission and provides notary services to Beebe Medical Center, its affiliates and customers.

Qualifications

Five or more years administrative experience .Microsoft Word and Windows experience preferred.Exercises initiative and independent judgment.Computer skills. Typing proficiency at 65+ wpm. Strong skills in word processing applications, transcription, writing and communication are required.

Competencies Skills

Essential:

• Knowledge Of Office Equipment
• Clear Communication Skills Both Written And Verbal
• Knowledge Of Basic Computer Programs
• Able To Keep Confidential Information Regarding Patients, Team Members
• Able To Withstand Crisis Situations
• Has Skills To Provides Customer Service To Patients, Team Members And Visitors
• Experience With Excel, Power Point, Word, Visio, Etc.

Education

Nonessential:

• Associates Degree

Other Information

Five or more years administrative experience .Microsoft Word and Windows experience preferred.Exercises initiative and independent judgment.Computer skills. Typing proficiency at 65+ wpm. Strong skills in word processing applications, transcription, writing and communication are required.

Entry

USD $25.61/Hr.

Max

USD $39.70/Hr.