Executive Assistant Administration

Billings Clinic; Billings, Northern (MT, KY); Hybrid; USD 38,000 - 48,000; Full time

Job summary

Billings Clinic is seeking an Executive Assistant Administration to provide comprehensive support to the Senior Executive Team in a busy health system. The role involves calendar management, meeting preparation, and data-driven reporting.

Responsibilities include maintaining physician employment files, coordinating budgets, and handling communications, travel, and special projects with discretion and professionalism.

Qualifications

• Associate degree required in related field.
• Bachelor's degree preferred.
• 3 years executive/administrative secretary experience.
• 1 year health care organization experience preferred.

Responsibilities

• Support Senior Executive Team with daily administrative tasks.
• Coordinate calendars, meetings, notices, and minutes.
• Prepare agendas, presentations and correspondence for meetings.
• Maintain personnel files, contracts, and performance reviews.
• Assist with budgets, data gathering and reporting.
• Answer calls and route inquiries to appropriate staff.
• Coordinate events, travel planning, and department communications.
• Contribute to process improvements and document control.

Skills

Executive support

Calendar management

Documentation

Communication

Office coordination

Education

Associate degree

Bachelor's degree preferred

Tools

Microsoft Office

Payroll software

Job description

You’ll want to join Billings Clinic for our outstanding quality of care, exciting environment, interesting cases from a vast geography, advanced technology and educational opportunities. We are in the top 1% of hospitals internationally for receiving Magnet® Recognition consecutively since 2006.

And you’ll want to stay at Billings Clinic for the amazing teamwork, caring atmosphere, and a culture that values kindness, safety and courage. This is an incredible place to learn and grow. Billings, Montana, is a friendly, college community in the Rocky Mountains with great schools and abundant family activities. Amazing outdoor recreation is just minutes from home. Four seasons of sunshine!

You can make a difference here.

About Us

Billings Clinic is a community-owned, not-for-profit, Physician-led health system based in Billings with more than 4,700 employees, including over 550 physicians and non-physician providers. Our integrated organization consists of a multi-specialty group practice and a 304-bed hospital. Learn more about Billings Clinic (our organization, history, mission, leadership and regional locations) and how we are recognized nationally for our exceptional quality.

Your Benefits

We provide a comprehensive and competitive benefits package to all full- and part-time employees (minimum of 20 hours/week), including Medical, Dental, Vision, 403(b) Retirement Plan with employer matching, Defined Contribution Pension Plan, Paid Time Off, employee wellness program, and much more. Click here for more information or download the Employee Benefits Guide .

Magnet: Commitment to Nursing Excellence

Billings Clinic is proud to be recognized for nursing excellence as aMagnet®-designated organization, joining only 97 other organizations worldwide that have achieved this honor four times. The re-designation process happens every four years. Click here to learn more!

Pre-Employment Requirements

All new employees must complete several pre-employment requirements prior to starting. Click here to learn more!

Executive Assistant Administration

GENERAL ADMINISTRATION - 100.8695 (BILLINGS CLINIC CLINIC)

req12735

Shift: Day

Employment Status: Full-Time (.75 or greater)

Hours per Pay Period: 1.00 = 80 hours every two weeks (Exempt)

Starting Wage DOE: $27.69 - $34.61

Provides administrative support for the Senior Executive Team. Coordinates and administers programs, projects and/or processes to support key strategies, project facilitation and prioritization.

Essential Job Functions

• Assists the Senior Executive Team, Leadership and other physician leaders and staff in various professional capacities on a daily basis. Works with minimal supervision. Takes appropriate action during the presence and absence of Senior Leadership staff members utilizing initiative and judgment to ensure all matters requiring attention are addressed promptly and effectively, or are brought to the attention of a member of the Senior Leadership Team.
• Coordinates and maintains appointment calendars, arranges executive level meetings preparation of meeting notices, agendas, and presentation materials. Takes notes and transcribes minutes for various physician/administrative meetings Responsible for timely distribution.
• Maintains physician employment files and contracts. Coordinates physician performance review processes and paperwork for first year physicians, and direct reports. Assists with data gathering, data compilation, and formatting.
• Assists in supporting a wide variety of programs, projects, committees.
• Coordinates special events committee meetings, conferences and/or retreats as appropriate. Develops plans, budgets, and presentations, arranges for speakers and CEUs, monitors invoices and expenses and maintains expenses within agreed upon budget.
• Assists in the preparation and control of records, statistics and reports regarding business operations. May participate in various budget related activities. Performs data gathering and analysis for coordination of various projects requiring independent judgment. Composes, drafts and prepares correspondence and reports.
• Answers multi-line telephone and screens incoming calls and assists caller or walk‑in traffic whenever possible or directs to the appropriate individual or department as needed. Acts as a resource for the leaders, physicians and staff in a variety of areas (i.e., computer related assistance, responding to a variety of procedural/policy related questions, etc.).
• Develops and maintains effective office procedures and efficient work flow to include telephones, office reception, filing, copying, distribution of mail, and faxing documents. Maintains confidential files and data.
• Maintains travel budget and expenses/invoices.
• May facilitate and coordinate bi‑weekly payroll review and authorizations for Senior Leadership direct reports. Reviews bi‑weekly payroll for assigned staff and departments.
• Utilizes performance improvement principles to assess and improve quality.
• Identifies needs and sets goals for own growth and development; meets all mandatory organizational and departmental requirements.

Minimum Qualifications

Education

• 2 Year / Associate Degree in related field
• Preferred 4 Year / Bachelors Degree Bachelors Degree, preferred

Experience

• 3 years of executive or administrative secretary experience.
• 1 year experience in a health care organization, preferred.

Billings Clinic is Montana’s largest health system serving Montana, Wyoming and the western Dakotas. A not‑for‑profit organization led by a physician CEO, the health system is governed by a board of community members, nurses and physicians. Billings Clinic includes an integrated multi‑specialty group practice, tertiary care hospital and trauma center, based in Billings, Montana. Learn more at www.billingsclinic.com/aboutus

Billings Clinic is committed tobeing an inclusive and welcoming employer, that strives to be kind, safe, andcourageous in all we do. As an equal opportunity employer, our policies andprocesses are designed to achieve fair and equitable treatment of all employeesand job applicants. All employees and job applicants will be provided the sametreatment in all aspects of the employment relationship, regardless of race,color, religion, sex, gender identity, sexual orientation, pregnancy, maritalstatus, national origin, age, genetic information, military status, and/ordisability. To ensure we provide an accessible candidate experience forprospective employees, please let us know if you need any accommodations duringthe recruitment process.

Human Resources is located on the corner of North 29th and8th Avenue North. Enter through the main entrance to the building and go to the lower level. Human Resources is located at the bottom of the main entrance staircase to the right.