"Executive Assistant Job Description"
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 C:\Docstoc\Working\pdf\2609b252-a7e0-485a-b59e-11394570977e.doc Revised: 07/27/12 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. C:\Docstoc\Working\pdf\2609b252-a7e0-485a-b59e-11394570977e.doc Revised: 07/27/12 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. C:\Docstoc\Working\pdf\2609b252-a7e0-485a-b59e-11394570977e.doc Revised: 07/27/12