Job description

Executive Assistant

Summary

The Executive Assistant will provide support to the Chief Executive Officer (CEO) by performing general and routine office duties and special assignments. Must be proficient at scheduling, taking and transcribing minutes, and operating office equipment. Responsible for monthly operating, board and committee meetings, including meeting agenda/minutes creation and distribution, meeting materials preparation, and scheduling of room/meeting. Assists with accounts payable processing to include organizing and maintaining filing of accounts payables.

Education

High school diploma with a certificate of completion from an accredited business college in administrative assisting and/or equivalent job experience. Associate degree preferred.

Licensure/Certification

Not applicable.

Experience

Must have a minimum of one-year experience as an administrative/executive assistant, or minimum of two years’ experience in a similar capacity. Must have experience in Microsoft Word, Excel, PowerPoint and Outlook (or similar electronic mail system).

Other Qualifications

High level of integrity and professionalism, discretion, strong written and oral communication skills, independent problem solving and decision-making. Strong computer and project management skills. Able to work independently and manage workflows in a fast paced and highly confidential environment. Excellent organizational skills

Key Outcomes

Key Outcomes

Description

Percentage

Growth

Achieves and contributes to AHC customer satisfaction expectations. Builds relationships and services as point of contact for customers (ie – Board of Directors, co-workers, clinical providers, AHC leadership)

25%

Resources

Assists the department in the alignment with organizational goals, strategic plans, and outcomes for resource stewardship. Effectively monitors resources as appropriate while recommending cost savings or innovative improvements.

25%

Safety & Quality

Adheres to corporate compliance/risk management safety standards. Works in a safe manner.

25%

Service Excellence

Aligns with AHC goals, strategic plans, and outcomes for service excellence in all tasks assigned. Demonstrates the ability to engage effectively with internal and external customers through all modes of interaction. Maintains a high level of service with expectation of being able to demonstrate multi-tasking abilities in a fast-paced environment.

25%

Other

Other outcomes/duties as assigned.

-

Evidence of Competence

Competency

Description

Percentage

Problem Solving/Judgment

Can independently fact-find and research appropriate required actions for issues. Consistently exercises appropriate judgment and discretion in all job functions, even when clearly-defined processes may not be in place. Identifies viable courses of action first and reviews recommendations from leadership as required.

20%

Organizational Skills/Attention to Detail

Appropriately prioritizes tasks to ensure completion within required timeframes. Uses time effectively and efficiently. Demonstrates ability to successfully manage multiple concurrent tasks to completion. Ability to identify inconsistencies and inaccuracies in documents and processes, and make corrections as required. Maintains documentation in a highly organized fashion.

20%

Bias for Action

Displays appropriate bias for action that demonstrates basic understanding of business needs and customer satisfaction standards. Demonstrates ability to anticipate the needs of the team and customers being supported.

20%

Technical Skills

Exhibits the technical and functional knowledge to perform the job at a high level. Has working knowledge of current software and tools used in this field.

10%

Project Management

Demonstrates ability to manage successful completion of routine and semi-complex projects with minimal direction from leader. Ability to identify objectives and required actions to meet objectives.

10%

Communication

Demonstrates highly effective verbal and communication skills. Must be able to communicate effectively with all individuals at all levels of the organization. Ability to communicate effectively with peers, visitors, in-person, on the telephone or in writing. Can express ideas clearly and concisely. Can get messages across that have desired effect.

10%

Service Excellence/Teamwork

Demonstrated ability to communicate and work effectively with employees at all levels. Can function as a team leader and team member as situation requires. Strives to promote esprit de corps with team members. Established the ability to work collaboratively with customers, co-workers and leaders. Dedicated to meeting the expectations and requirement of internal and external customers.

10%

American with Disabilities (ADA) Compliance Legend

Frequencies based on DOT (Dictionary of Occupational Titles) standard frequencies.

Never

0% of the day, 0 per day, 0 min.

Occasional

1-33% of the cay, 1-66 per day, 1 per 15 min.

Frequent

34-66% of day, 67-200 per day, 1 per 5 min.

Constant

67-100% of day, 200 plus per day, 1 per 30 sec.

Activity

Frequency

Activity

Never

Pushing (carts, wheelchairs, etc), Pulling (carts, wheelchairs, etc), Squatting, Kneeling, Crawling

Occasional

Standing, Walking, Bending – Forward, Bending – Sideways, Climbing, Grasping, Twisting at waist, Work above shoulders, Repetitive arm movement, Reaching – Overhead, Reaching – Forward, Reaching – Side, Reaching – Rear, Write & Forearm – Pronation/Supination

Frequent

Sitting, May drive between worksites

Constant

-

Frequency

Visual Activity

Never

Transcribing, Visual inspection involving small equipment

Occasional

Operation of machines/equipment, Using measurement devices

Frequent

Close visual acuity, preparing data & figures, viewing computer terminal, extensive reading

Constant

-

Lifting and Carrying Required

Frequency

Weight Range

Never

40-50 lbs, 50-100 lbs

Occasional

10-19 lbs, 20-29 lbs, 30-39 lbs

Frequent

Under 10 lbs

Constant

-

Occupational Safety & Health Act (OSHA) Compliance

Occupational Exposure means reasonably anticipated skin, eye, mucous membrane or parenteral contact with blood, semen, vaginal secretions, cerebrospinal fluid, synovial fluid, pleural fluid, pericardial fluid, amniotic fluid, saliva in dental procedures, any body fluid that is visibly contaminated with blood and all body fluids in situations where it is difficult or impossible to differentiate between body fluids. Any unfixed tissue or organ from a human; and HIV-containing cell or tissue cultures, organ cultures, and HIV or HBV-containing culture medium or other tissues from experimental animals with HIV, or HBV. NOTE: Exposure determination shall be made without regard to the use of personal protective equipment.

Occupational Exposure Determination

No

Job Type: Full-time

Pay: $16.00 - $24.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

Ability to commute/relocate:

• Fort Wayne, IN 46806: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Microsoft Powerpoint (Required)
• Microsoft Excel (Required)

Work Location: One location

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