Executive Assistant - Full-time

Pay range: $29.37 - $44.05 per hour ($61,089 - $91,624 annually).

This position comes with a comprehensive benefits package that includes medical, dental, vision, a 403(b) retirement plan, and a generous Earned Time Off (ETO) program.

ST. CHARLES HEALTH SYSTEM

JOB DESCRIPTION

TITLE:                                      Executive Assistant            

REPORTS TO POSITION:       Manager Administrative Operations

DEPARTMENT:                         Varies

DATE LAST REVIEWED:          December 1, 2022

OUR VISION:                            Creating America’s healthiest community, together

OUR MISSION:                         In the spirit of love and compassion, better health, better care, better value

OUR VALUES:                          Accountability, Caring and Teamwork

DEPARTMENTAL SUMMARY: The Executive Assistant will be responsible for the overall administrative functions throughout the health system for their assigned Service Line or System Support function.

POSITION OVERVIEW: The Executive Assistant at St. Charles Health System provides administrative support to the Executives, and others within their designated service line or other members of their assigned administrative team.  Determines how to best manage the office for the assigned executive and other members of senior management, accomplishes functions within established procedures and protocol, and provides excellent customer service to all St. Charles Health System caregivers, providers, and visitors in person and via telephone.

This position does not manage any other Caregivers.

ESSENTIAL FUNCTIONS AND DUTIES:

Provides the highest level of administrative support within the administrative suite through professional and positive communications, clerical functions, project management, calendaring, and problem solving for the assigned service line or system support executives and other members of the senior management team as requested.

Coordinates functions of various committees by scheduling meetings, through coordination of committee business and communications, and record keeping.

  

Provides support to achieve and maintain compliance with all local, state, and national health care guidelines, rules, and regulations (Joint Commission, Medicare/CMS, Health Division, ISO, etc.).

    

Demonstrates effective skills and understanding of Microsoft Office and other pertinent software applications.

Demonstrates effective skills with communication, organization, and management of assigned work.

Ability to work with little or no supervision, and to make sound decisions. 

Ability to work in a fast-paced work environment with frequent interruptions, maintaining the highest level of confidentiality at all times. 

Draft reports, letters, minutes, and other materials. 

Role models, leads, and influences the organizational design and effectiveness of the “One St. Charles” operational model to promote interdisciplinary collaboration and shared accountability while continually improving the experience of patients, physicians, providers, and caregivers.

Supports the vision, mission and values of the organization in all respects.

Supports Lean principles of continuous improvement with energy and enthusiasm, functioning as a champion of change.

Provides and maintains a safe environment for caregivers, patients and guests.

Conducts all activities with the highest standards of professionalism and confidentiality.  Complies with all applicable laws, regulations, policies and procedures, supporting the organization’s corporate integrity efforts by acting in an ethical and appropriate manner, reporting known or suspected violation of applicable rules, and cooperating fully with all organizational investigations and proceedings.

Delivers customer service and/or patient care in a manner that promotes goodwill, is timely, efficient and accurate. 

May perform additional duties of similar complexity within their service line or assigned system support function within organization, as required.

EDUCATION             

Required:  High School diploma or GED.          

Preferred: N/A 

LICENSURE/CERTIFICATION/REGISTRATION

Required: Valid Oregon driver’s license and ability to meet St. Charles Health System driving requirements. Ability to travel to business functions/trainings/meetings and all St. Charles Health System worksites.        

EXPERIENCE

Required: Minimum of three years executive assistant or five years administrative secretarial experience with top management team or equivalent experience in a hospital setting preferred.

Preferred: N/A             

PERSONAL PROTECTIVE EQUIPMENT

Must be able to wear appropriate Personal Protective Equipment (PPE) required to perform the job safely.

ADDITIONAL POSITION INFORMATION:

Proven secretarial and organizational skills, composition, spelling, and punctuation skills.  Proficient in computer operation, word-processing, Excel, and PowerPoint software.  Must demonstrate the ability to be personable, work collaboratively with others, have a positive attitude, ability to multi-task, pay close attention to details, and be able to act in a professional manner and demonstrate excellent public relations skills.

PHYSICAL REQUIREMENTS:

Continually (75% or more): Use of clear and audible speaking voice and the ability to hear normal speech level.

Frequently (50%): Sitting, standing, walking, lifting 1-10 pounds, keyboard operation.

Occasionally (25%): Bending, climbing stairs, reaching overhead, carrying/pushing or pulling 1-10 pounds, grasping/squeezing.

Rarely (10%):  Stooping/kneeling/crouching, lifting, carrying, pushing or pulling 11-15 pounds, operation of a motor vehicle.

Never (0%):  Climbing ladder/step-stool, lifting/carrying/pushing or pulling 25-50 pounds, ability to hear whispered speech level.

Exposure to Elemental Factors

Never (0%):  Heat, cold, wet/slippery area, noise, dust, vibration, chemical solution, uneven surface.

Blood-Borne Pathogen (BBP) Exposure Category

No Risk for Exposure to BBP

.

Schedule Weekly Hours:

40

Caregiver Type:

Regular

Shift:

First Shift (United States of America)

Is Exempt Position?

Yes

Job Family:

EXECUTIVE ASSISTANT

Scheduled Days of the Week:

Monday-Friday

Shift Start & End Time:

8:00 am to 5:00 pm