Job Description
The Executive Assistant provides assistance and support to hospital administration, senior vice president, other vice presidents and staff as assigned. The position manages calendars and anticipates and addresses needs to maximize best use of their time. This includes balancing obligations and commitments to ensure administration maximizes their time efficiently and effectively. This position will demonstrate personal characteristics that include: a professional demeanor, integrity, and a strong work ethic. This position maintains confidentiality of all protected health and sensitive information.
Responsibilities
- Answers telephones, prioritizes, screens and redirects calls. Answers questions, handles routine matters on own initiative and takes messages. Responds to calls and visits from patients, their families and the public at large; determines urgency of the situation and suggests appropriate referrals.
- Maintains electronic appointment calendars; prepares meeting agendas, minutes, and PowerPoints for division meetings conducted by the leader; prepares announcements and updates to be shared with entire division through a variety of methods (email, video board, intranet site, bulletin boards, etc.); and organizes and prioritizes large volumes of information and calls.
- Schedules and organizes complex activities such as meetings, travel, conferences and department activities for all members of the department including but not limited to document preparation, record of meeting minutes, meeting space reservations, catering coordinator, set up, execution and clean up. May coordinate, plan, and execute special projects and events as assigned.
- Receives, screens and routes incoming and outgoing mail to appropriate persons or offices and processes mail requiring special handling.
- Composes, types and prepares correspondences, memos, charts, tables, graphs, business plans, etc.; proofreads copy for spelling, grammar and layout, making appropriate changes; responsible for accuracy and clarity of final copy; and maintains electronic or paper files. Generates standard reports from databases and computerized systems. Tracks statistics and data.
- Provides research and administrative support to special projects/meetings. Prepares data on projects/meetings and studies such as analyzing division activities. Gathers, investigates, researches, analyzes or studies information impacting organization operations.
- Prepares for meetings, notifies participants, prepares agenda and takes and transcribes minutes of special committee meetings and regular meetings.
- Greets visitors/clients in person and on the telephone, answering routine questions, and directing visitors/callers to the appropriate person or department.
- Organizes and maintains medical staff credentialing, files, licenses, education, meetings, minutes and other medical staff related activities. Assists with and distributes emergency physician work schedules and serves as point of contact.
- Organizes team reward and recognition events. Serves as the liaison with clinical education and human resources. Supports time and attendance edits and AHCA site visits and survey.
- Manages concerns/complaints in a professional, respectful, and effective manner. Coordinates communication with appropriate leaders in a timely manner.
- Interacts on a regular basis with senior level administration, members of board of directors, hospital personnel and visitors.
- Effectively manages the office and maintains supplies, equipment and physical environment.
Qualifications
Minimum Education
- High School Diploma or Equivalent Required
Minimum Work Experience
- 1-3 years Experience in administrative support or clerical role for executives and/or other leaders or in a health care setting with clerical functions Required
About Us
Baptist Health Care is a not-for-profit health care system committed to improving the quality of life for people and communities in northwest Florida and south Alabama. The organization includes three hospitals, four medical parks, Andrews Institute for Orthopaedic & Sports Medicine, and an extensive primary and specialty care provider network. With more than 4,000 team members, Baptist Health Care is one of the largest non-governmental employers in northwest Florida.
Baptist Health Care, Inc. is an Equal Opportunity Employer. BHC maintains and enforces a policy that prohibits discrimination against any workforce members or applicants for employment because of sex, race, age, color, disability, marital status, national origin, religion, genetic information, or other category protected by federal, state or local law.
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Baptist Health Care
Feb 28, 2025