Assistant To Chief Admin Officer- Levindale

Summary

POSITION SUMMARY:

Plays key role as the communication interface and window for the Chief Administrative Officer (CAO's) office. Assists the CAO by performing a wide variety of duties and responsibilities with a high degree of accuracy and thoroughness; performs complex and highly confidential secretarial and administrative duties to ensure efficient operations of the office; collects and prepares information for reports and presentations; performs special project assignments.

At all times, anticipates ways in which CAO's time may be saved.

Performs administrative duties that require discretion and independent judgment to ensure efficient operations of the office. Receives and screens visitors and telephone calls; interacts with people within and outside the Hospital/Health System; coordinates communication between the office and external organizations; may be required to handle highly sensitive and/or confidential information. Initiates, composes and types complex correspondence, reports and manuscripts from rough draft shorthand or other media;

researches, gathers, interprets and maintains the data needed to develop correspondence. Proofreads correspondence and reports requiring management's signature. Schedules appointments and manages calendar for the CAO with a high degree of accuracy. Performs general secretarial support for the CAO to ensure an efficient communication process; performs filing and maintains files in a neat, orderly and acceptable manner; and makes travel arrangements as necessary.

Researches, gathers, interprets and maintains data that is needed to develop complex statistical and administrative reports. Disseminates same to executive team. Ensures leadership is fully prepared for meetings and appearances; including compiling and preparing materials, confirming meeting details and expectations. Prepares/reviews briefings for CAO, and conducts independent research to prepare leadership for meetings (e.g, biographies and pertinent information regarding the individuals and organizations involved).

Acts as Guest Relations liaison on behalf of the CAO, assisting families to connect with the correct departments to place patients and residents; assist patients/family members to resolve problems they may encounter by enlisting the aid of appropriate staff. Exchanges and coordinates highly sensitive information using tact, accuracy, clarity and persuasion, requiring excellent oral and written communication skills. Record, transcribe and take dictation for all meetings under Leadership, Executive team, board meetings, etc.

Provides overall coordination of records, policies, procedures, programs and services by acting as a liaison with various Hospital/Health System members and responds to inquiries regarding these policies and procedures. Serves as liaison between various entities of Life Bridge Health for coordination of policies, programs, services, and events. Maintains a working knowledge and organization structure of hospital and campus in an effort to disseminate information.

Coordinates Board Member and VIP requests for medical appointments, tests, hospitalizations, travel arrangements, etc. Arranges for annual flu shots for VIPs. Represents CAO and manages their involvement with numerous outside boards and healthcare governing bodies.

Acts as recording secretary for Board of Directors to ensure an efficient communication process; prepares agendas and notifies members of regular board and committee meetings; records and transcribes minutes of meeting. Submits monthly detailed board agenda to executive management team, schedules agenda setting meetings, disseminates final agenda and logistics to board members. Communicates with the board members regarding logistics of all board and committee meetings.

Organizes all presentations for board meetings. Maintains the official records of the Board of Directors and ensures materials are in logical order and easily retrievable. Maintains accurate and current rosters and email group listings for the Board of Directors and all Board Committees.

Ensures effective and accurate meeting and event planning for leadership. Schedules appointments for internal and external meetings involving the CAO and leadership team, as well as for speaking engagements and PR events. Independently resolves schedule conflicts, prioritizes requests for meetings, confirms and tracks meeting details ensuring leadership is fully prepared. Coordinates all aspects of board, committee, and executive meetings, including scheduling, invitations, meeting logistics (including AV and meals), prepares and distributes materials prior to meeting and distributes necessary information following meetings.

Coordinates closely with Catering Department, and Environmental Services to ensure a streamlined process.

• 1-3 years of Executive Admin Assistant…