Executive Assistant-wallingford/full Time/40 Hours - Wallingford, United States - Gaylord Hospital

Gaylord Hospital
Gaylord Hospital
Verified Company
Wallingford, United States

4 weeks ago

Mark Lane

Posted by:

Mark Lane

beBee recruiter
Full time
Description
Gaylord Specialty Healthcare is a health system dedicated exclusively to medical rehabilitation.

We provide inpatient and outpatient care for people at every point in their journey from illness or injury to the most advanced state of recovery they can achieve.


Our Mission:
To enhance health, maximize function, and transform lives


Our values:
Integrity, Compassion, Accountability, Respect and Excellence. These values guide us in providing quality patient care and transforming the lives of our patients.


SUMMARY:


Serves as assistant to the VP Chief Medical Officer (CMO), VP Chief Nursing Officer (CNO), VP Chief Operating Officer (COO), and VP Chief Information Officer (CIO).

In addition to providing administrative support, the position will enhance the executive's efficiencies and effectiveness while setting a professional tone for the Senior Executive Team.

This position involves significant contact with all levels of Gaylord staff, the Board of Directors, and other external parties.


Essential Duties and Responsibilities include the following. Other duties may be assigned.


Provides primary and essential administrative support for the VP CMO, VP CNO, VP COO, and VP CIO, utilizing expert-level skills in using MS Office and like programs.


Upholds the highest levels of confidentiality and professionalism in all interactions with internal, and external stakeholders as well as hospital-related matters.


Coordinates and maintains the executive schedules, meeting agendas, and use of Gaylord conference rooms, utilizing a demonstrated ability to build strategic relationships with internal and external parties and to work through potential conflicts in an effective manner.

Supports multiple initiatives and projects, requiring excellent time management, organizational, editing, and customer service skills. Understands prioritization and can flex to the demands of the business needs.


Screens incoming calls and correspondence to the assigned executives and responds independently when possible, utilizing outstanding communication and interpersonal savviness skills for a diverse customer base.


Serves as a support for the assigned executive's board committees and other hospital-wide committees; takes minutes as needed and maintains all pertinent documents and records.

Upon request, provides PowerPoint or other presentation assistance for meetings as assigned inclusive of internal/external meetings.


In collaboration with the Executive Assistant to the President's Office, maintains a centralized file and index of contract copies and documents as well as contact information for the 3rd party.


In the absence of the Executive Assistant to the President & CEO, serves as back-up providing on going support as necessary.

Responsible for filling in for the Executive Assistant to the President & CEO on major activities.


Provides back-up administrative support person for the Board of Directors and the Executive Committee of the Board, exercising sound judgment in working with highly sensitive information and a diverse population.

See Board job specifications below.


Additional responsibilities include, but is not limited to, creating surveys in Survey Monkey, overseeing the management of the Administrator on Call scheduling and notices; coordinating of Leadership Training Meetings; managing Administrative Policies in conjunction with the Administrative Consultant; compiling monthly Patient Satisfaction data for distribution; serving as the primary contact for management of the Patient Advocate Line, and providing back-up coverage for the Medical Services Line.

As necessary, works with Food & Nutrition to place catering orders.


Board Related Job Specifications for Executive Assistant position:
***Serves as back up for the primary administrative support person for the Board of Directors and Executive Committee of the Board


This responsibility includes:


Scheduling, coordinating attendance, and organizing all materials for each Board meeting and Executive Committee meeting, as well as other Board of Director meetings as required.

Providing assistance to the President and Board Chair in coordination of their Board leadership functions. For example, the bi-annual Board self-assessment is coordinated through this person. The Board Chair might ask for a letter to the Board to be prepared by this person. There is frequent communication among the Board Chair, Committee Chairs, and this person as part of the coordination function. Updating the Board manual periodically is a key function.


Serving as a liaison between the CEO and the Board leadership for administrative duties - scheduling and coordinating special meetings, preparing materials, and follow up from those meetings.

Manages annual conflict of interest process with forms and follow up report to the Board by the CEO.


QUALIFICATIONS:


  • High School education, five years related work experience and/or training, or equivalent combination of education and e
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