Executive Assistant

Job Summary:

Under the direction of the Cancer Center Director and Chief Medical Officer, the Executive Assistant performs administrative support services with secretarial, clerical, and related responsibilities in promoting communication between the Administrative Team and the Medical Staff, Hospital staff and others interacting with the Cancer Center Administrative Team.

Essential Duties And Responsibilities:

• Maintains calendar and schedules appointments for Cancer Center Director and Chief Medical Officer (CMO). Maintains all meeting rooms calendars at the Cancer Center. Coordinates room set-up and catering requests as needed.
• Assists Management Team with assignments, projects and daily activities.
• Assists with seminars, educational and community events.
• Organizes and maintains filing systems required for maintenance of Cancer Center Administration records.
• Prepares agendas, meeting materials, and minutes for department meetings, Treatment Planning Conference, Tumor Conference.
• Proficient in utilization of appropriate office equipment/software, including Microsoft Office Suite, Google, various hospital software, and the internet.
• Screens telephone calls and greets visitors. Prioritizes and delegates calls to administrator or hospital departments based on nature of calls.
• Assists with opening and distribution of mail and routing of hospital communication, including but not limited to check requests, PO numbers, time sheets, contracts, capital requests, and correspondence.
• Collects and assembles data for various short term projects.
• Assists Director and Chief Medical Officer with compiling and typing communications and uses independent judgment to manage and impart confidential information.
• Maintains current knowledge of Cancer Center Operations to assist administrators in maintaining compliance.
• Prepares required reports, records, and schedules with a high degree of accuracy.
• Exercises sound judgment in dealing with all levels of personnel, medical staff, visitors, and other individuals having transactions with Cancer Center Administration.
• Maintains a high degree of professionalism and integrity on behalf of the Cancer Center Administration and CMO.
• Performs all other duties as assigned and appropriate to the position.

Supervisory Responsibilities: None

Qualifications - To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Education and/or Experience, Skills:

• High School Diploma or College Degree
• Preferred 1-2 years of related experience
• Ability to influence and persuade to achieve desired outcomes.
• Strong analytical, problem solving, and negotiation skills.
• Excellent oral and written communication skills.
• Willingness to travel (if asked or required by management).
• Excellent organizational, planning, and prioritization skills.
• Excellent interpersonal skills.

Language, Mathematical, and/or Reasoning Ability:

• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
• Ability to write routine reports and correspondence.
• Ability to speak effectively before groups of customers or employees of organization.
• Ability to apply concepts of basic algebra and geometry.
• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
• Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
• Ability to communicate in a high pressure environment.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to stand; sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee is occasionally required to walk; climb or balance; and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, and ability to adjust focus.

Work Environment:

A fast-paced, high performance work environment. The noise level in the work environment is usually moderate. (Adhere to rules and best practices for safety concerns for patients, staff and yourself.) Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.