Executive Assistant

Description

Baylor Scott & White Medical Center - Sunnyvale is an acute care hospital serving the communities in and around Sunnyvale, Texas. We strive to make the lives of our patients and their families better at every interaction. Our Team Members live out this passion in their daily roles as we support their career and personal goals.

We are located just minutes east of Dallas and south of Garland / Rowlett on Hwy 80 at Collins Road in Sunnyvale. Many team members live in Forney, Mesquite, Garland, Balch Springs, and Rockwall areas with a short commute.

Our work environment includes:

• Modern Office Setting
• On-Site Cafe' and Coffee Bar (Payroll Deduction available)
• Collaborative Teams
• Team Member engagement opportunities
• Competitive pay
• Benefits provided based on your work assignment (Full-time, Part-time, or PRN)

Baylor Scott & White Medical Center - Sunnyvale is seeking an Executive Assistant that will be responsible for providing support to the Chief Executive Officer, Chief Operating Officer, Chief Nursing Officer, and Chief Financial Officer. Responsibilities include, but are not limited to, typing/word processing, calendar applications, proofreading, preparing reports, processing correspondence, scheduling meetings, recording minutes at meetings, greeting/assisting visitors, maintaining files and conducting special projects, as assigned. Handles a large volume of incoming telephone calls in a professional and courteous manner. Interacts with the public, employees and physicians in a professional manner

What your day will look like:

• Support Administrative staff in analytic tasks related to hospital operations to include but not limited to; typing, filing, managing calendars, travel arrangements, expense reports, and classifying and distributing correspondence.
• Work together with other administrative staff to answer phones, greet visitors to the hospital entering the Administration area.
• Arranges meetings and conferences, schedules appointments and interviews, and performs other duties related to maintaining officers’ personal schedules.
• Maintain all files as directed by the Chief Executive Officer, Chief Nursing Officer, Chief Operating Officer, and Chief Financial Officer. Establishes maintains, and revises record keeping and filing systems ensuring the confidentiality of information (i.e. financial statements, staff and legal information).
• Serves as secretary for the Department Director’s meetings. Schedules meetings, prepares agendas and slide presentations, sends notices, orders and sets up A/V equipment prior to meeting, if needed. Takes notes and records minutes, transcribes minutes, distributes approved minutes to required attendees.
• Assists Administrative Team in preparation of audits, budgets, surveys and visits by Tenet, federal agencies, JCAHO, etc,
• Maintains business courtesy log and nonmonetary comp long as instructed by the CEO.
• Responsible for monthly statistical reporting, daily dashboard reporting, maintaining nonmonetary comp log and preparing monthly financial reports.
• Prepares surveys and license renewals for JCAHO, TDH, CLIA and other as requested.
• Maintain conference room schedules for both recurring meetings and individual meetings for the hospital.
• Policy and procedure preparation and ensures hospital policy and procedure manual is current.
• Develop and distribute the hospital monthly calendar in a timely fashion.
• Order supplies for the department by using computer ordering system. Processes requisitions for supplies and equipment; accurately charges departments. Assists with PO preparation and verifies invoices before submitting for payment.
• Exhibits courtesy, cooperation, and respect towards patients, visitors, physicians, supervisor, and co-workers in all personal and telephone interactions in order to create a positive public image.
• Demonstrated dependability and teamwork by:
  • Following procedures
  • Complies with attendance policies and other Human Resource Policies and Procedures.
  • Completes duties in a safe, cost effective manner.
  • Accepting interpersonal differences and promotes cooperation with fellow employees.
  • Maintain confidentiality of information to which he/she is privileged.
  • Maintain a positive, cooperative attitude and accepting constructive criticism when necessary.
  • Maintaining good communication and working relationships with all departments within the hospital and other Tenet facilities.

Success Factors:

• High school diploma or GED required; Associate’s degree preferred.
• Clerical skills
• Minimum of 5 years Executive Assistant experience required healthcare setting strongly preferred.
• Able to communicate effectively in English, both verbally and in writing.
• Additional languages preferred.
• Strong presentation skills.
• Excellent computer knowledge and skills in work processing, spreadsheet and presentation software are required.
• Possess organizational, analytical and critical thinking skills.
• Must be self motivated, great attention to detail, excellent interpersonal skills, creativity and innovation are required. Involves discretion and independent action within prescribed limits.
• Ability to use all office equipment.
• Able to type 60-70 words per minute, accurately.
• This position requires a high degree of Responsibility, accountability and flexibility.

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