Position Summary: Plays key role as the communication interface and window for the President/CEO's office. Assists the President/CEO 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 CEO's time may be saved. Serves as Administrative Residency Coordinator. Also serves as System Administrator for LifeBridge Health Board Portal. Must be an expert user of MS Outlook, especially calendar management. Calendar management is 90% of the job, and accuracy must be 100%.Would be nice to have experience with Nasdaq Directors Desk (a portal program LBH uses for their Boards and Committees) OR knowledge of another similar program such as BoardVantage or BoardEffect.Would be nice if this person has worked at LBH in the past and knows their systems.
JO #2485 Assistant to President/CEO (442) TEMP $20.00 8:30am-5:00pm KEY SKILLS:
Administrative Assists President by performing administrative duties that require discretion and independent judgment to ensure efficient operations of the office. Tasks: 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. Performs general secretarial support for the President to ensure an efficient communication process; performs filing and maintains files in a neat, orderly and acceptable manner; schedules appointments for President; 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 CEO, and conducts independent research to prepare leadership for meetings (e.g., biographies and pertinent information regarding the Individuals and organizations involved). Oversees the processing and triaging of all incoming mail and email communications (from interior and exterior sources). Ensures mail is correctly processed and tracked in a timely manner and that al: issues are appropriately vetted and addressed. Oversees the processing and triaging of all incoming mail and email communications (from interior and exterior sources). Ensures mail Is correctly processed and tracked in a timely manner and that all issues are appropriately vetted and addressed. Develops Institutional relationships based on a high level of understanding and knowledge of LifeBridge Health. Exchanges and coordinates highly sensitive information using tact, accuracy, clarity and persuasion, requiring excellent oral and written communication skills
Liaison 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.
Tasks: Serves as liaison between various entitles of LifeBridge Health for coordination of policies, programs, services and events. Maintains a working knowledge and organization structure of each hospital campus and larger entities of the corporation, requiring sensitive and constant record keeping, in an effort to disseminate information amongst the entities. Coordinates VIP requests for medical appointments, tests, hospitalizations, travel arrangements, etc. Arranges for annual flu shots for VIPs. Represents CEO and manages his involvement with numerous outside boards and healthcare governing bodies.
Board of Directors Acts as recording secretary for Board of Directors and Board Committees to ensure an efficient communication process; prepares agendas and notifies members of regular board and committee meetings; records and transcribes and maintains minutes.
Tasks: Submits monthly detailed board agenda to executive management team, schedules and attends agenda setting meetings, disseminates final agenda and logistics to board members. Notes commitments made by executive team during board and agenda setting meetings and arranges for staff implementation. Prepares intricate internal board meetings agendas for executive leadership. 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. Coordinates annual system-wide board and medical staff leadership retreat notices/Invitations, agenda, attendance list, in cooperation with the Departments of Development, Marketing, and Legal/Planning.
Mtg/Event Coordination Ensures effective and accurate meeting and event planning for leadership.
Tasks: Schedules all appointments for internal and external meetings involving the CEO and leadership team, as well as for speaking engagements and PR events. Assess and coordinate voluminous requests for speaking, writing and media opportunities for CEO. Independently resolves schedule conflicts, prioritizes requests for meetings, confirms and tracks meeting details ensuring leadership is fully prepared. Plans and strategizes logistics of executive retreats, receptions, annual events, lunches, and dinners and works closely with Marketing and Development Departments to ensure successful event planning 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 arid distributes necessary information following meetings. Coordinates closely with Media Specialists, Catering Department, and Housekeeping to ensure a streamlined process.
Special Projects Undertakes projects specially assigned by CEO and executive team
Tasks: Maintains full roster of the 16 system-wide board committees, gathers and updates changes to rosters as necessary, for in excess of 125 board and medical staff leadership. Prepares notices/correspondence on an annual basis regarding membership status to all incoming and outgoing committee members. Serves as System Administrator for LifeBridge Health's Board Portal. Provides training and trouble-shooting for all users of the portal. All Board and Board committees across the country use this portal for contact lists, attendance, board meeting packets, etc. Reviews data on a regular basis to ensure accuracy. May serve on various LifeBridge Health's committees at the request of the CEO.
Executive Oversight Acts as lead administrative contact for Executive Assistants across the health system and within the executive offices.
Tasks: Provides recommendations in managing the office(s) and developing effective procedures and processes. Conducts meetings and training to implement new procedures for all executive assistants. Maintains boardroom calendar and provides meeting schedule conflict resolution. Coordinates housekeeping and maintenance functions for the executive suite. Purchases supplies and equipment as necessary. Serves on committees across the system and