EXECUTIVE ASSISTANT TO THE PRESIDENT

Summary

This position will work closely with the President’s Office to ensure a coordinated and timely completion of activities to achieve results for the Organization and System. In addition to normal Executive Assistant duties, other areas of focus will include support of Board activities; participation in strategic planning; tracking of operational initiatives; community relations; effective communication strategies both internally and externally; participation in/lead specific project mgmt. functions; and the coordination of coverage/resources of administrative assistants supporting VPs. 

Essential Duties and Responsibilities

• Supports and promotes the mission and values of Covenant Health Ministry.
• Provide professional support for the President’s Office.
• Supports multiple Boards with agenda planning, meeting preparation, minutes, and follow-up actions.
• Maintains accurate Hospital license with the State of Maine.
• Transcribes and/or prepares documents such as correspondence, reports, proposals, job descriptions, performance evaluations, policies/procedures, minutes, and forms for utilizing Microsoft Word, Excel, PowerPoint, and/or other software.
• Coordinates projects as requested. Places calls to clinical directors and leadership staff to follow up on requests made by the President’s Office.
• Maintains the vacation request schedule and keeps the President informed.
• Prepare both internal and external communications for the President.
• Maintains an effective system that assures easy retrieval of necessary documents that is also in compliance with regulatory requirements.
• Continually searches for and makes recommendations for streamlining processes and eliminating non-value-added tasks.
• Schedules meetings, prepares agenda, invites guests/speakers, takes minutes, tracks agenda items needing follow-up, and coordinates specific follow-up actions.
• On behalf of the President, oversees systems to ensure timely and complete follow-through on multiple projects across the campus.
• Schedules progress reports as well as final presentation to appropriate committees upon completion.
• Tracks progress on key projects/initiatives for the President.
• Will be involved in researching topics for best practice and benchmarking with other organizations as strategic plans are developed and updated.
• Coordinates calendar for the President, reserves meeting space, requests catering as needed, makes travel arrangements, and produces itinerary.
• Other duties as consistent with this role.

Job Requirements

Job Knowledge and Skills

• Proficient in Microsoft Office.
• Must possess very strong verbal and written communication skills.
• Demonstrated self-starter, strong critical thinking, and organizational skills.
• Ability to always maintain the highest level of confidentiality.
• Must be able to read, write and comprehend the English language.

Education and Experience

• Bachelor’s degree preferred. High school diploma required.
• 5 years of healthcare experience with leadership and administrative responsibilities.

An equivalent combination of education and experience that provides proficiency in the areas of responsibility listed above may be substituted for the above education and experience requirements.

Working Conditions/Physical Demands

Must possess the physical and mental abilities to perform the tasks normally associated with this position that involve a combination of sitting, standing, walking, bending, stooping, and reaching. Lifting/carrying frequently up to 10 pounds, occasionally up to 25 pounds.  Some stress is related to a high level of responsibility for quality care. The ability to speak, read, write, and understand written instructions in English is required.

Americans with Disabilities Statement

Must be able to perform all essential functions of this position with reasonable accommodation if disabled.

The above statements are intended to describe the general nature and level of work being performed.  They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified.  Covenant Health reserves the right to modify position duties at any time, to reflect process improvements and business necessity.