Executive Assistant

Gila Regional Medical Center; Silver City (CA); On-site; USD 55,000 - 75,000; Full time

Job summary

Gila Regional Medical Center is seeking an Executive Assistant to support the GME residency program and the Region 5 Rural Health Transformation Program. The role is contingent upon funding and requires strong organizational and communication skills.

Responsibilities include maintaining confidential information, coordinating meetings, preparing materials, and tracking databases and reports for GME and related initiatives.

Qualifications

• Associates degree preferred; minimum 2+ years as an Executive Assistant to senior/mid-level management preferred.
• Advanced Microsoft Office skills and ability to learn hospital-specific programs.
• Strong organizational, problem-solving, multi-tasking and interpersonal skills.

Responsibilities

• Provide administrative support to GRMC GME residency program and Region 5 Rural Health Transformation Program.
• Maintain confidential information.
• Support CEO and COO with work-related needs.
• Coordinate meetings, prepare materials, arrange travel and accommodations, and take minutes.
• Maintain GME residency databases, records, and reporting.
• Liaise between GME staff, GRMC staff, grant applicants, HHH board, and COO.
• Prepare memos, correspondence, and travel expense reimbursements.

Skills

MS Office proficiency

Organizational skills

Interpersonal skills

Problem-solving

Education

Associates Degree in Business Administration or related field

Tools

Hospital software

Job description

Description

GENERAL DESCRIPTION

The Executive Assistant is responsible for providing administrative support to the GRMC GME residency program and the Region 5 Rural Health Transformation Program. This position is contingent upon funding.

ESSENTIAL FUNCTIONS

• Maintains confidentiality to sensitive caregiver, patient, and hospital information.
• Supports the needs of customers entering the office or by phone.
• Supports the Chief Executive Officer and Chief Operating Officer with their work-related needs.
• Supports all functions related to Graduate Medical Education (GME) program and Healthy Horizons Hub (HHH).
• Ensures compliance with GME requirements.
• Maintains GME residency databases and records; tracks rotations, evaluations, work hours, licenses, scholarly activities, and credentialing.
• Maintains grant applicant and award database; tracks progress; and provides reports to GRMC COO.
• Serves as a liaison between GME Institution staff and GME GRMC staff.
• Serves as a liaison between grant applicants, HHH board, and COO.
• Schedules and coordinates meetings, including preparing all meeting materials, setting up equipment, ordering food, and taking and preparing minutes.
• Maintains filing system.
• Processes paperwork and mail.
• Enters computer data and prepares reports.
• Makes and/or coordinates travel, housing, and education arrangements for GME staff.
• Orders office supplies and equipment.
• Prepares memos, correspondence, check requests and travel expense reimbursements.
• Coordinated special events for GME staff and HHH leaders.
• Other duties as assigned.

Requirements

EDUCATION & TRAINING REQUIREMENTS

• Associates Degree in Business Administration or related field (preferred).
• Minimum of 2+ years of experience as an Executive Assistant reporting directly to senior management preferred; or 2+ years experience reporting directly to mid-level or upper-level management
• Advanced Microsoft Office skills, with an ability to become familiar with hospital-specific programs and software
• Strong organizational and problem-solving skills with impeccable multi-tasking abilities
• Exceptional interpersonal skills
• Friendly and professional

Note: Job description available upon request.

All required documents must be presented at time of hire.

EXTERNAL APPLICANT: Employment is contingent upon successful completion of pre-employment drug and alcohol testing.

GRMC is an Equal Opportunity Employer