Executive Assistant II; BHS

Reports to a President or Chief Officer. Responsible for providing general administrative assistance, including scheduling meetings, taking minutes, coordinating travel arrangements, greeting visitors, responding to telephone calls, preparing communications and detailed reports and completing special projects. Position requires initiative, independent judgment, and the ability to interact effectively with personnel at all levels of the organization, community business leaders, and members of the general public.

• MISSION:
  We deliver outstanding care, inspire health, and connect with heart.
• VALUES:
  Trust. Respect. Integrity. Compassion.
• SERVICE GOALS:
  Personally connect. Keep everyone informed. Be on their team.

• Maintaining executive's calendar, scheduling and arranging meetings, conferences, appointments, etc.; and assuring a smooth flowing workday.
• Maintaining confidential information and materials accordingly.
• Providing all pertinent data/material required for productive meetings, appointments and professional presentations.
• Preparing in final form from notes, dictation, rough draft, or general instructions, a variety of correspondence, forms, charts, statistical tables, and reports of a highly confidential and/or sensitive nature. Taking and/or transcribing dictation.
• Receiving, screening, and directing visitors and telephone calls and responding to inquiries concerning Beacon Health System and Beacon Health System policies, procedures, operations, etc.
• Opening, reading, and prioritizing incoming mail of the executive; identifying items with specific deadlines, information, and/or reports which are specific to current projects; preparing responses as appropriate.
• Contacting physicians, board members, community leaders, staff, etc. within and outside the Beacon Health System to obtain or relay information, arranging meetings, setting appointments, preparing agendas, researching problems for the executive, etc.
• Establishing and maintaining or directing the maintenance of record keeping and filing systems for the CHRO.
• Coordinating travel arrangements for executive, board, and medical staff members, including but not limited to, hotel, air, and automobile reservations and conference/seminar registrations.
• Preparing itineraries and other correspondence regarding travel plans and procedures. Assisting in the processing of travel expense reimbursement reports.
• Gathering data and information, performing semi-complex calculations, and summarizing information or preparing reports as directed.
• Coordinating or participating in events and projects related to executive's area of responsibility.
• Providing administrative assistance to executive's direct reports as needed.
• Assisting in the planning and coordinating of site visits from other organizations.
• Coordinating, preparing, and distributing materials for as needed for Beacon Health System and Beacon Health System Board meetings, committees and special Board functions.

• Calendar Management:
  Organize and maintain executives' schedules, including meetings, appointments, and travel arrangements.
• Communication:
  Serve as the primary point of contact for internal and external stakeholders, managing correspondence and filtering requests.
• Document Preparation:
  Prepare reports, presentations, and other documents for meetings, ensuring all materials are accurate and timely.
• Travel Coordination:
  Arrange travel itineraries, accommodations, and necessary documentation for business trips.
• Project Management:
  Assist in tracking project timelines and deliverables, ensuring that all tasks are completed on schedule.
• Gatekeeping:
  Protect the executive's time by managing incoming requests and prioritizing tasks effectively.

• Completing other job-related duties and projects as assigned.

• Attends and participates in department meetings and is accountable for all information shared.
• Completes mandatory education, annual competencies and department specific education within established time frames.
• Completes annual employee health requirements within established time frames.
• Maintains license/certification, registration in good standing throughout fiscal year.
• Direct patient care providers are required to maintain current BCLS (CPR) and other certifications as required by position/department.
• Consistently utilizes appropriate universal precautions, protective equipment, and ergonomic techniques to protect patient and self.
• Adheres to regulatory agency requirements, survey process and compliance.
• Complies with established organization and department policies.
• Available to work overtime in addition to working additional or other shifts and schedules when required.