Executive Assistant, Administration, Per Diem, Days

Heywood-Hospital; Gardner (MA); On-site; USD 50,000 - 70,000; Full time

Job summary

Heywood Healthcare is seeking an Executive Assistant on a Per Diem, Day shift basis in Massachusetts to support the C-suite and senior leadership. This role includes minute-taking, preparing reports and memos, and handling confidential inquiries in a fast-paced hospital setting.

The ideal candidate will have strong MS Office and Google Suite skills, excellent communication, organizational abilities, and a professional demeanor.

Qualifications

• Knowledge of MS Office and Google Suite.
• Clear written and verbal communication; proofreading; typing, filing, and record keeping.
• Strong organizational, project management and problem-solving skills with multitasking.
• Exceptional interpersonal skills and a friendly, professional demeanor.

Responsibilities

• Provides administrative support to the Chief Nursing Officer, Chief Financial Officer, Vice President of Operations, and Vice President of Ambulatory Services.
• Takes and transcribes meeting minutes; types reports, letters, and memos as requested.
• Answers telephone; responds to patient/employee inquiries with confidentiality.
• Maintains executive schedules; coordinates meetings and provides reminders to the executive team.
• Develops systems to improve efficiency of the Patient Care Services Department and medical group.
• Acts as a patient representative for the hospital and Medical Group in response to patient complaints.
• Assists with recredentialing applications; assists with payroll processing via Kronos.
• Prepares offer letters, agreements, provider contracts, and other documents for the Executive Team.
• Complies with policies; maintains professionalism toward all staff and patients.
• Supports Board/Committee meeting preparations; attends related functions.

Skills

MS Office

Google Suite

Written & verbal communication

Typing

Filing

Record keeping

Multitasking

Interpersonal skills

Professional demeanor

Organizational skills

Project management

Problem-solving

Education

High school diploma

Tools

MS Office

Google Suite

Job description

Overview

You Matter Here!

Heywood Healthcare values our employees! We offer competitive wages, great benefits and generous earned time off. Come work where you will matter!

Hours: Per Diem, Days

Responsibilities

Essential Functions

• Provides administrative support to the Chief Nursing Officer, Chief Financial Officer, Vice President of Operations, and Vice President of Ambulatory Services.
• Takes and/or transcribes meeting minutes, types reports, letters, and memos as requested.
• Answers telephone, promptly responds to patient/employee inquiries and maintains confidentiality.
• Prioritizes and provides correspondences (mail, telephone, e-mail)
• Maintains schedule, prioritizes and rearranges meetings, and provides reminders to the executive team.
• Develops systems to improve the organization, efficiency, and productivity of the Patient Care Services Department and medical group.

• Acts as a patient representative for the hospital and Medical Group in response to patient complaints.

• Assists with recredentialing applications for facility credentials.

• Assists with processing of payroll through Kronos.

• Maintains personal growth and development.

• Attends job related educational offerings to improve skill sets related to the job.

• Assists with the management and oversight of contracts through Contract Safe.

• Assists with Board meeting and committee meeting preparations at the direction of the CEO or Executive Team.

• Provides general administrative support by completing offer letters, agreements, provider contracts, and other documents for the Executive Team.

• Complies with established departmental policies, procedures, and objectives.

• Respects diverse views and approaches, and contributes in maintaining an environment of professionalism, tolerance, civility and acceptance toward all employees, patients and visitors.

• All other duties as assigned.

Statement of Other DutiesThis document describes the major duties and responsibilities for this job, and is not intended to be a complete list of all tasks and functions. It should be understood, therefore, that employees may be asked to perform job-related duties beyond those explicitly described.

Functional Demands

Exerts up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. Frequently reaches (extending hands and arms in any direction), and handles (seizing, holding, grasping, turning, or working with hands).

Qualifications

Job Requirements

Minimum Education

• High school diploma required.

Minimum Work Experience

• Prior experience as an Executive Assistant reporting directly to senior management strongly preferredor other relevant administrative support experience.

Required Skills

• Knowledge of computer software required (MS Office Products) and Google Suite.
• Ability to communicate clearly, both orally and written, clerical perception to proofread materials, ability to perform typing, filing, record keeping and communicate with people of various educational levels.
• Strong organizational, project management and problem-solving skills with impeccable multi-tasking abilities.
• Exceptional interpersonal skills.
• Friendly and professional demeanor.