Executive Assistant Job Description

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Executive Assistant Job Description Powered By Docstoc
					                                      3569 Ridge Road, Cleveland, Ohio 44102
                                   Administration: 216 281 8945 Fax: 216 281 9565



                                             JOB DESCRIPTION
                                           EXECUTIVE ASSISTANT

SCOPE OF POSITION

The Executive Assistant is responsible for structuring and maintaining the administrative
support functions of a rapidly growing Community Health Center on the West Side of
Cleveland. The Executive Assistant is responsible for supporting the Executive Director
with travel arrangements, scheduling, phone and e-mail support. The Executive Assistant
also provides similar support to other key members of the management team and medical
staff either directly or through delegation to the Administrative Assistant. Executive
Assistant is primary source of contact for administration records. The position maintains
Board of Trustees materials and is responsible for recording at meetings and maintaining
meeting schedules. In the absence of the Executive Director, the Executive Assistant is
responsible for communication of any critical issues that arise. The Executive Assistant is
responsible for the procurement of office supplies for the organization and accountable for
that budget.

SUPERVISION EXERCISED

Supervise Administrative Assistant

SPECIFIC DUTIES:

A.       FACILITATES COMMUNICATIONS

         1.        COMMUNICATIONS INTERNAL TO THE OPERATIONS OF NFP

                   a)       Response to staff requests for supplies and support. In daily contact with
                            NFP staff, provides appropriate direction, keeps Executive Director
                            informed and gathers information needed for Executive Director to
                            respond.
                   b)       Receive patient complaints. Gather relevant information, show respect,
                            knows NFP policy, and either resolve concern or direct it to the correct
                            person.
                   c)       Short term problem solving when the Executive Director is not available.
                   d)       Assists in relevant areas of staff orientation

         2.        COMMUNICATION BETWEEN NFP, THE BOARD, & THE PUBLIC


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                   a)       Facilitates communication of information between the Board and the
                            Executive Director. Maintains the Executive Director’s schedule and how
                            to contact her.
                   b)       Assists the Board (and Executive Director) with special events, takes
                            minutes, conducts confidential correspondences, etc.

c)       Board and Committee communications and meeting notices.


B.       GENERAL ADMINISTRATIVE SUPPORT

         1.        Clerical And Office Support

                   a)       Assist Executive Director in all clerical and office needs; general office
                            support as needed.
                   b)       Board and committee communications and meeting notices.
                   c)       Short term problem solving when Executive Director and Medical
                            Director are not available.
                   e)       Patient confrontation when there is a professional or personal complaint.
                   f)       Provider typing and production of documents.
                   g)       Internal communications and meeting scheduling.

         2.        Maintain NFP Records

                   a)       Maintain accurate and up to date Board list.
                   b)       Assist Board of Trustees in coordinating special events, mailings and
                            administrative functions.
                   c)       Keep financial statistics under direction of Executive Director.
                   d)       Responsible for adequate storage of NFP records on and off site.
                   e)       Maintain NFP documents including meeting minutes for key internal
                            meetings.


C.       ADMINSTRATIVE SYSTEMS

         1.        Keeps up to date on computer knowledge, with emphasis on Microsoft office
                   applications (Word, Excel, Access, PageMaker, and PowerPoint).
         2.        Help troubleshoot equipment and maintenance problems by maintaining proper
                   logs.
         3.        Maintains appropriate inventory of supplies

TYPICAL WORKING CONDITIONS

Medical office environment in an urban community. Occasional evening or weekend work.
Involves frequent contact with staff and patients. Work will be stressful at times.

TYPICAL PHYSICAL DEMANDS

Walking, sitting and/or standing for long periods. Some bending and stretching required.
Requires eye/hand coordination and manual dexterity sufficient to operate computer keyboard.
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Requires normal range of hearing and eyesight to record or prepare reports. Requires some
lifting papers or boxes up to 50 pounds.



SKILLS REQUIRED:

1.       Ability to establish and maintain effective working relationships with staff, patients and
         the public.
2.       Excellent oral and written communication skills.
3.       Ability to follow written policies and procedures.
4.       Ability to work independently.
5.       Enthusiasm for working as a member of a team in a rapidly changing environment.
6.       Demonstrated Computer proficiency in Microsoft Office programs.
7.       Fabulous organizational skills.
8.       Patience in stressful and ambiguous situations.
9.       Local travel with infrequent overnight travel required with valid Ohio Driver’s license
         and insurance.

EDUCATION AND EXPERIENCE REQUIRED

         Three to five years experience in a progressively responsible executive assistant or
         comparable administrative position required, preferably in a health care setting. Ability
         to communicate in English and Spanish preferred. Bachelors of Arts or Sciences Degree
         preferred.

DISCLAIMER:

         The above statements reflect the general duties considered necessary to describe the
         principle functions of the job as identified and shall not be considered as a detailed
         description of all work requirements that may be inherent in the position.




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