Position Location:

Hospital for Special Care

Scheduled Weekly Hours:

40

Work Shift:

First Shift

Department:

Fiscal

We are dedicated to creating an environment of care and engagement that makes us one of the most desirable places to work, providing exceptional care to each patient each and every day!

***(6532) Executive Assistant I

QUALIFICATIONS

• Required: Associate Degree, BS preferred.
• Required: Four or more year’s experience in executive-level support in a fast-paced and complex office environment or equivalent.
• Required: Strong written, oral, and computer skills, including proficiency in Outlook, PowerPoint, Excel, Word, Visio, and other virtual meeting technology.  Other software systems as needed.
• Required: Works independently on projects, demonstrates administrative, organization, anticipation, and communication skills, and operates in a fast-paced environment with a high level of professionalism and discretion.
• Required: Ability to communicate effectively with corporate executives and all levels of hospital and community personnel and have the experience and judgement to plan and accomplish specific goals, robust interpersonal, organizational, and decision-making skills, as well as a strong team player.

JOB SUMMARY

The Executive Assistant I to the SR Vice President, CFO, is responsible for providing a wide range of professional administrative support. This includes but is not limited to managing schedules and daily activities, organizing virtual, in-office, and off-site meetings, and representing the CFO to a broad range of internal and external stakeholders, including the leadership team, members of the Board of Directors, and business partners.  This position is expected to coordinate meetings and is responsible for special projects as assigned.

PHYSICAL DEMANDS

• Job requires sitting/working at a desk and those functions associated with administrative supporting tasks (reaching, bending, and stretching to access drawers, records, and shelves). Occasional lifting of office supplies required (up to 20lbs).
• Frequent fine manipulation with both hands.
• Requires long periods of looking at a computer screen.
• Acute auditory skills required for heavy telephone use and to record proceedings of meetings.
• Occasional walking throughout the hospital complex.

COGNITIVE DEMANDS

• Problem solving.  Tasks allow for the application of previously acquired knowledge.  The job requires flexibility of thought, reasoning, organizational skills, and the ability to act in some new or unfamiliar situations.  A high degree of selective attention, discernment, perception, and concentration is necessary.
• Tasks require legibility, spelling accuracy, logical sentence and paragraph organization. A working knowledge of and familiarity with professional terms and definitions is required.
• Job requires a high level of communication skills, including the expression of abstract/complex ideas, use of negotiation and active listening, and the ability to dialogue with multiple parties.
• Job requires an ability to comprehend lengthy and complex messages or paragraphs and to follow multi-stage and three-step commands. Ability to transcribe data from audio and AI applications.
• Job requires the ability to add, subtract, multiply, and divide with all units of measure, including decimal fractions, compute ratio and percentages, and perform basic arithmetic operations involving American monetary units.

WORK DEMANDS

• Job requires working primarily indoors in an office environment, which can sometimes be busy and noisy.
• Must be able to work alone and work around others.
• Flexibility in schedule may be needed to meet deadlines.

ESSENTIAL FUNCTIONS

• Manages the CFO’s calendar and details of the meetings proactively and with accuracy, insight, and a clear understanding of the priorities, while demonstrating the ability to resolve conflicts.
• Provides the CFO with background information and supporting documents in preparation for scheduled appointments, meetings, etc.
• Serves as the recording secretary for the Finance Committee and other committees.  Is responsible for the preparation of agendas, materials, and meeting minutes.
• Prepares policy revisions and maintains the online financial policies as requested by the CFO and Committee.
• Responsible for the preparation and coordination of annual insurance renewals for all lines of insurance.
• Responsible for the annual bond filings and insurance filings with CHEFA and Webster Bank.
• Safeguards the confidentiality of hospital communications and materials by exercising discretion in communicating information to staff, the Board of Directors, and business partners.
• Performs other duties as assigned by CFO.