Executive Assistant to the CEO - Administration - Requisition #621262

Infor; Marshall (MI); Hybrid; USD 55,000 - 75,000; Full time

Job summary

Oaklawn is seeking an Executive Assistant to the CEO in Administration to provide high-level, confidential support. You will liaison with the Board, manage meetings and materials, and assist senior leadership with scheduling and policy guidance.

The role requires consistent discretion, strong communication, and the ability to prioritize multiple priorities in a fast-paced environment.

Qualifications

• Bachelor's degree or equivalent experience.
• Five years’ experience supporting senior management.
• Proficiency with Word, Excel, and Access; strong organization.

Responsibilities

• Liaise between CEO and Board of Directors; coordinate meetings and retreats.
• Manage board materials and confidential files for meetings.
• Advise leadership with historical precedents and new programs.
• Screen CEO communications; handle calls and emails with discretion.
• Prepare Medical Executive Committee materials and content.
• Schedule CEO, leadership, and board events and priorities.
• Draft letters and documents for the President and CEO; handle sensitive info.

Skills

Organizational skills

Written and verbal communication

Time management

Emotional intelligence

Education

Bachelor's degree or equivalent

Tools

Word

Excel

Access

Job description

Executive Assistant to the CEO - Administration

JOB DESCRIPTION

POSITION TITLE: Executive Assistant to the CEO

DEPARTMENT: Administration

FLSA STATUS: Exempt

REPORTING RELATIONSHIP: Chief Executive Officer

Job Summary: The Executive Assistant to the CEO has the general responsibility of ensuring that the Administration department is managed in such a manner so as to provide professional service to the patients, family members, hospital staff, providers, and external stakeholders in accordance with all regulatory standards and within the policies, procedures and guidelines set forth by Oaklawn. Provides high-level, confidential administrative support to the CEO. Serves as the liaison between the President and CEO and the Board of Directors, the Senior Leadership Team, the Medical Executive Committee, as well as patients, visitors, employees, medical staff members and external stakeholders.

Essential Functions:

• Consistently uses an outward mindset and puts forth exemplary effort in accomplishing his/her goals and objectives in a manner that helps others to achieve their goals and objectives
• Develops, initiates, maintains, and revises policies, bylaws, procedures, and guidelines for the general operation of the Administration department, and the Board of Directors.
• Serves as the CEO’s administrative liaison to the Board of Directors and manages Board activities, including coordinating Board meetings and retreats; new Board member orientations; and compiling, assembling, and distributing Board and Board committee meeting materials.
• Coordinates Board Executive, Compensation, Nominating, Expedited Credentialing and Strategic Planning Committee materials and processes; maintains associated confidential Board files.
• Helps leadership make consistent decisions by advising them in the context of historical precedents as well as newer programs and initiatives; serves as liaison between leadership and the CEO.
• Addresses patient and family member concerns and complaints, as well as those of community members, medical staff, and employees.
• Participates in Senior Leadership, and budget meetings, as well as others.
• Ex officio, non-voting member of the Medical Executive Committee. Responsible for preparation of the Medical Executive Committee meeting materials and the content thereof.
• Anticipates, re-evaluates, and revises very frequently evolving priorities and schedules.
• Responsible for anticipating, prioritizing, initiating meeting and activity scheduling management for CEO, Senior Leadership, Medical Executive Committee and Board meetings and events.
• Receives and screens communications for the CEO including telephone and email messages and assistance using independent judgment to determine those that require priority attention.
• Coordinates and disseminates newsletters and other communications.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature; determines the appropriate course of action, referral, or response.

Minimum Qualifications : Bachelor of Science or Bachelor of Arts or equivalent experience or commensurate combination of education and experience. Five (5) years’ experience in direct support of senior management.

Knowledge, Skills & Abilities: Proficiency with Word, Excel, Access, or similar software, preferred. Strong organizational skills that reflect ability to proactively perform and prioritize multiple tasks seamlessly with excellent attention to detail. Experience dealing with significant amount of change, ambiguity and time pressures associated with supporting senior executive leaders, preferred. Excellent written and verbal communication skills, as well as listening and comprehension skills. Ability to draft letters and documents for the President and CEO, meet the public and handle stressful situations. Technically adept with the ability to adapt current resources or find new resources to meet emerging requirements. Strong interpersonal, organizational, and coaching skills. Ability to work independently and with professional discretion. Experience confidentially handling sensitive information. Ability to independently lead, research and manage multiple projects and carry out complex or sensitive assignments in a timely manner. Evidenced High Emotional Intelligence.

Working Conditions/ Physical Requirements : Walk, stand, bend, kneel or sit, as needed. May require walking primarily on a level surface for periods of time throughout the day. Reaching above shoulder, below the waist or lifting up to 25 pounds, as needed.

Marshall, 200 N. Madison, Marshall, MI 49068