Executive Assistant/Office Manager

Job description

Executive Assistant/Office Manager | Summit Healthcare Mgmt | Franklin, Tennessee
About the Job:
PURPOSE STATEMENT:
The Executive Assistant provides administrative support to the Executive Team including board activities, publications, volunteerism and special events planning. Responsible for overall corporate office activities, including the reception area, mail and purchasing requests, coordinating office services and related activities, arranging internal office moves and providing arrangement for office meetings and conferences. Performs payroll, obtaining supplies, scheduling, filing, and working on special projects. Answers non-routine correspondence and assembles highly confidential and sensitive information. Deals with external callers and visitors as well as internal contacts at all levels of the organization
Roles and Responsibilities:
ESSENTIAL FUNCTIONS:
• Provides daily support to the Executive Team Members.
• Organizes activities such as meetings, travel and conferences. Maintains schedules and calendars for the executive team as assigned.
• Plans and prepares materials for the quarterly board meetings, monthly operating reviews, departmental conferences, etc. Documents and distributes departmental meeting minutes.
• Serves as Office Manager for the corporate office, coordinating office space and responsibility for office support and equipment vendor relationships.
• Performs desktop publishing; creates and develops visual presentations.
• Establishes, develops, maintains and updates filing system. Retrieves information from files when needed.
• Organizes and prioritizes large volumes of information and calls.
• Sorts and distributes mail. Opens mail for the team. Drafts written responses or replies by phone or e-mail when necessary. Responds to regularly occurring requests for information.
• Answers phones, takes messages or fields/answers all routine and non-routine questions. Works in cooperation with other system development assistants to cover phones.
• Acts as a liaison with other departments and outside agencies, including high-level staff such as hospital management, Human Resources and other team members. Handles confidential and non-routine information and explains policies when necessary.
• Works independently and within a team on special nonrecurring and ongoing projects. Acts as project manager for special projects which may include planning and coordinating multiple presentations, disseminating information, organizing large scale company events.
• Types and designs general correspondences, memos, charts, tables, graphs, business plans, etc. Proofreads copy for spelling, grammar and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.
• Monitors, analyzes and processes expense reports sending to accounts payable. Processes check requests for payment.
• Collects and processes timesheets, vacation and sick leave requests for executive team.
• Tracks and updates the facility listing and daily census and FTE reporting from facility.

EDUCATION/EXPERIENCE/SKILL REQUIREMENTS:
• High School Diploma or equivalent required, Bachelor’s degree preferred.
• Five or more years of job-related experience; preferably supporting the CEO or executive team members.
• Advanced computer skills including Microsoft Office; especially Word, Excel, and PowerPoint. Accurate typing of 80+ words per minute.
• Knowledge of office administration procedures with the ability to operate most standard office equipment.
• Excellent communications and interpersonal skills required.

LICENSES/DESIGNATIONS/CERTIFICATIONS:
Not Applicable.
SUPERVISORY REQUIREMENTS:
This position is an Individual Contributor.
Why Summit Healthcare Mgmt?Summit Healthcare Mgmt offers a comprehensive benefit plan and a competitive salary commensurate with experience and qualifications. Qualified candidates should apply by submitting a resume. Summit Healthcare Mgmt is an EOE.
Veterans and military spouses are highly encouraged to apply. Summit BHC is dedicated to serving Veterans with specialized programming at our treatment centers across the country. We recognize and value the unique strengths of the military community in supporting our mission to serve those who have served.