Executive Assistant

1000 Owensboro Health, Inc.; Greenville (KY); On-site; USD 42,000 - 65,000; Full time

Job summary

Owensboro Health Muhlenberg Community Hospital is looking for an experienced administrative professional to support the Chief Executive Officer and senior leaders. The role includes managing calendars, preparing presentations, and coordinating meetings to ensure efficient leadership operations.

You will screen visitors, handle inquiries, maintain contracts and correspondence, and assist with projects across the administration office.

Qualifications

• Bachelor's degree or higher in related field required upon hire.
• Minimum 2 years' relevant experience in an administrative role.
• Combination of education, training and experience may be considered.

Responsibilities

• Receives and screens visitors and telephone calls.
• Uses independent judgment to determine priority and sensitivity of inquiries and responses.
• Maintains database and directory of business contacts.
• Provides support to executive leadership creating presentations for committee and/or board meetings.
• Receives patient and representative complaints and grievances; logs events, begins notification for investigation, and prepares responses.
• Maintains contract files by coordinating new contracts and renewals.
• Manages a wide variety of projects as determined by executive leadership.
• Prepares and/or supervises the preparation of correspondence, forms, reports, and other written communications as required.
• Schedules/coordinates meetings, conferences, special events, and appointments for leadership.
• Maintains assigned calendars.

Skills

Critical thinking

Independent judgment

Work under minimal supervision

Stress management

Organizational skills

Education

Bachelor's degree or higher in related field

Job description

Weekend Requirements: As Needed | Work Hours: M-F 8-4:30 | Status: Full Time - 1.0 FTE (80 hours per pay period) | Entity: Owensboro Health Muhlenberg Community Hospital | Department: Administration

Job Summary

Provides administrative support for Chief Executive Officer, Senior Director of Operations, Senior Director Associate CNO, and other leadership staff as well as the Administration office area or manages corporate activities.

Job Responsibilities

• Receives and screens visitors and telephone calls.
• Uses independent judgment to determine priority and sensitivity of inquiries and responses.
• Maintains database and directory of business contacts.
• Provides support to executive leadership creating presentations for committee and/or board meetings.
• Receives patient and representative complaints and grievances; logs events, begins notification for investigation, and prepares responses.
• Maintains contract files by coordinating new contracts and renewals.
• Manages volunteer program, serves as liaison to Hospital Auxiliary, and Gift Shop.
• Utilizes strong judgment in managing priorities of requests and escalates as necessary for resolution and/or prioritization.
• Manages a wide variety of projects as determined by executive leadership.
• Completes assignments by establishing objectives, determining priorities, managing time, gaining cooperation of others, monitoring progress, problem solving, and making adjustments to plans.
• Prepares and/or supervises the preparation of correspondence, forms, reports, and other written communications as required.
• Multi-tasks extensively throughout each day and utilizes project management skills to plan, coordinate, and facilitate executives’ meetings and functions.
• Creates and distributes correspondence to leadership, employees, board members, and community leaders.
• Schedules/coordinates meetings, conferences, special events, and appointments for leadership.
• Maintains assigned calendars.
• Originates, prepares, processes, and edits personnel, financial, or operational reports and documents.
• Impacts quality and timeliness of deliverables.

Skills and Attributes

• Requires critical thinking skills and decisive judgment.
• Works under minimal supervision.
• Must be able to work in a stressful environment and take appropriate action.
• Requires a strong understanding of the specialized concepts, practices, and procedures in the area of specialization.

Position Requirements

• Work Experience: A minimum of 2 years' relevant experience required
• Education: Bachelor's degree or higher in related field required upon hire
• Additional Education Information: A combination of education, training and experience may be considered in lieu of degree.

Organizational Responsibilities

Supports Owensboro Health’s Mission, Vision, Core Commitments, and business interests. Adheres to all organizational policies and procedures. Executes all tasks and behaves in a manner consistent with a culture of compliance, safety and a high reliability organization.

Additional Job Information

This job description describes the general nature and level of work required by the position. It is not intended to be an all-inclusive list of qualifications, skills, duties, responsibilities or working conditions of the job. Specific duties and responsibilities consistent with the general nature and level of work described may vary by department and additional related duties may be assigned as needed. Some duties listed may not apply to all employees with this job description. The job description is subject to change with or without notice, and Management reserves the right to add, modify or remove any qualification or duty. Nothing in this job description changes the existing at‑will employment relationship between the Organization and the employee occupying the position.

Standard ADA Settings

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands

• (Office Environment) Standing: Occasionally
• Walking: Occasionally
• Sitting: Frequently
• Lifting 0-25 lbs.: Rarely
• Lifting 25-75 lbs.: Rarely
• Lifting over 75 lbs.: Rarely
• Carrying 0-25 lbs.: Rarely
• Carrying 25-75 lbs.: Rarely
• Carrying over 75 lbs.: Rarely
• Pushing/Pulling 0-25 lbs.: Frequently
• Pushing/Pulling 25-75 lbs.: Rarely
• Pushing/Pulling over 75 lbs.: Rarely
• Climbing: Rarely
• Bending/Stooping: Rarely
• Kneeling: Rarely
• Crouching/Crawling: Rarely
• Reaching: Occasionally
• Talking: Frequently
• Hearing: Frequently
• Repetitive Foot/Leg Movements: Rarely
• Repetitive Hand/Arm Movements: Frequently
• Keyboard Data Entry: Frequently
• Running: Rarely
• Vision: Depth Perception: Frequently
• Vision: Distinguish Color: Frequently
• Vision: Seeing Far: Frequently
• Vision: Seeing Near: Frequently
• Hazardous Drug Risk Exposure: Risk Level: No‑Risk

Owensboro Health Core Commitments

• INTEGRITY - We conduct ourselves with a high level of responsibility, reliability and honesty because we take seriously the trust of our patients and coworkers.
• RESPECT - We value and accept the unique talents and contributions of every patient, customer and team member in the Owensboro Health community.
• TEAMWORK - We build a spirit of connectivity and fellowship by striving together to overcome obstacles, surpass goals, celebrate accomplishments and plan the future.
• INNOVATION - We foster original ideas and creative solutions that improve our daily work and promote the mission of Owensboro Health.
• SERVICE - We focus on service to patients, customers and team members by anticipating their needs, thoughtfully meeting those needs and continually improving the quality of everything we do.
• EXCELLENCE - We reach beyond basic expectations to expand our knowledge and awareness, produce exceptional work and provide outstanding service.

Owensboro Health is a nonprofit health system with a mission to heal the sick and to improve the health of the communities we serve in Kentucky and Indiana. The system includes Owensboro Health Regional Hospital, nationally recognized for design, architecture and engineering; Owensboro Health Muhlenberg Community Hospital; Owensboro Health Twin Lakes Medical Center; the Owensboro Health Medical Group comprised of over 200 providers at more than 30 locations; three outpatient Healthplex facilities, a certified medical fitness facility, the Healthpark; a surgical weight loss center and program, and the Mitchell Memorial Cancer Center.