Executive Secretary - job 1 of 2

Overview

• The Executive Secretary serves as the primary point of contact for internal and external constituencies on all matters pertaining to the C-Suite consisting of the Chief Executive Officer. The Executive Secretary also serves as a liaison to the board of directors and senior management teams; the Executive Secretary organizes and coordinates executive outreach and external relations efforts; and oversees special projects.
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• The Executive Secretary exercises good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and maintains a realistic balance among multiple priorities. The Executive Secretary demonstrates the ability to work independently on projects, from conception to completion, and is able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

• Under limited direction, performs a variety of secretarial duties. Exercises appropriate independent judgment and discretion. Prepares minutes for various Board and leadership committee meetings and distributes them as appropriate.  Establishes appointments and coordinates calendars and processes room requisitions for various groups/committees and follows-up to be sure room is set-up correctly and that food and equipment has been delivered.  Handles physician letter of agreements and processes payments.  Manages annual events for Board and leadership.  Keeps track of CER’s requests.  Screens telephone calls, gathers and disseminates information and data and composes correspondence.  
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Responsibilities

• The Executive Secretary effectively screens telephone calls, gathers and disseminates information and data and composes correspondence.  
• The Executive Secretary performs duties to track, organize and process documentation and activities related to the organization’s contractual arrangements.
• The Executive Secretary tracks and organizes documentation pertaining to contractual arrangements for AHMC Health. This position provides support for contract renewals and related departmental communication with company representatives and business sponsors.
• The Executive Secretary demonstrates the ability to exercise independent judgment, handle confidential information, and thrive in a fast-paced environment.
• The Executive Secretary provides a bridge for smooth communication between the Administrative (C-Suite) office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
• The Executive Secretary provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the Chief Executive Officer, some of which may have organizational impact.
• The Executive Secretary closely monitors the progress of capital requests, oversees organizational chart preparation, reviews and tracks vendor contracts (including physicians), scheduling appointments.
• The Executive Secretary records and monitors the progress of CER’s/CAT’s/CAF’s to completion.  Maintains stakeholders informed of the progress on a timely basis.  Informs stakeholders of any barriers or challenges immediately.
• The Executive Secretary performs other duties as assigned or required.
• Assists visitors, staff and physicians without hesitations and with concern for privacy, dignity and confidentiality; if unable to respond to request, seeks appropriate staff capable of accommodating needs.
• Initiates and follows through with requests for services to effect office cleanliness and safety.
• Keeps work area and Administrative suite organized and neat at all times.
• Provides support to the Administrative Executive Assistant in the absence of the Executive Assistant.
• Performs other duties and special assignments when necessary.

Qualifications

Qualifications

• Must have strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including hospital personnel, board members, and external partners.
• Must have expert level written and verbal communication skills.
• Demonstrated proactive approaches to problem solving with strong decision-making capability.  Must demonstrate to have a professional demeanor when dealing with all levels of hospital personnel, board members, and external partners.
• Must possess excellent customer service skills.
• Highly resourceful team player, with the ability to also be extremely effective independently.
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrates the highest level of customer/client service and response.
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
• Forward looking thinker, who actively seeks opportunities and proposes solutions.

Education and Experience Requirements

• Bachelor's degree preferred.
• Strong work tenure: five to 10 years of experience supporting C-Level Executives, preferably in a for profit organization
• Experience and interest in internal and external communications and partnership development.
• Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms.

Licenses/Certifications

            None