Executive Assistant

Description-

Overall Summary

The Executive Assistant assigned to the CMO is responsible for providing administrative support ensuring the smooth workflow of daily administrative activities of the CMO, Medical Directors, and Clinical Directors, working with highly confidential information and matters. Acts as the primary point of contact for both internal and external matter, assists and represents the CMO in communicating with constituents, and handles multiple incoming issues and concerns addressed to the CMO, Medical Directors, and Clinic Directors as they arise. The Executive Assistant organizes and coordinates external relations, efforts and oversees special projects.

Essential Responsibilities

Under the general direction of the Business Manager, the Executive Assistant performs a variety of complex, professional, analytical, and confidential Administrative services.

Duties include:

· Responsible for day-to-day administrative functions of a routine nature to complex special projects that require the ability to organize information related to applicable subject areas, to include management and training, scheduling and prioritizing work assignments, and implementation of effective operating policies, procedures, and systems

· Assists the with daily administrative duties and completes a broad variety of administrative tasks that include managing an active calendar of appointments, completing reports, composing and preparing correspondence and compiling documentation for meetings.

· Provides support to include handling walk-up, phone interactions, and maintaining calendars, travel arrangements, screening, analyzing, and responding to incoming correspondence. 

· Communicates directly and/or on behalf of the CMO, Medical Director, and Clinic Director, with other members of the Management Team, employees and others on company related matters, as directed. 

· Serves as the focal point of initial contact for internal and external constituencies on all matters pertaining to the CMO, provides assistance and represents the CMO as appropriate in communicating with internal and external constituents

· Assist the CMO with credentialing and privileging of provider is met, along with onboarding, access, and assignments of providers.

· Assist the CMO in assuring that tasks are completed in a timely manner such that all deadlines are met

· This position requires strong attention to detail, excellent customer service and interpersonal skills, tact, and discretion in dealing with sensitive, privileged, and confidential information 

· Researches, prioritizes, and follows up on multiple incoming issues and concerns addressed to the CMO, including those of a sensitive and/or confidential nature; determines appropriate course of action, referral, and/or response

· Researches, prioritizes, and follows up on multiple incoming issues and concerns addressed to the CMO, including those of a sensitive and/or confidential nature; determines appropriate course of action, referral, and/or response

· Helps organize provider meetings and in-services.

· Provides support by recording, preparing and distributing minutes and organizing and directing committees and meetings.

· Maintains confidential files and contact information in order.

· Works with Quality staff to obtain key performance indices (KPI) on all Providers.

· Work flexible schedule to include evenings, weekends as necessary

· Must be able to travel and work at all applicable locations.

Secondary Responsibilities:

· Manages and oversees all day-to-day administrative activities of the CMO, Medical Director, and Clinic Director offices.

· Assists in the understanding and interpretation of BACH policies and procedures, as needed, and ensures that office operations comply with policy provisions and standards 

· Manages a variety of special projects for the CMO, some of which may have institutional impact

· Attend workshops, training, and meetings as needed, and as requested

· Perform other duties as assigned by supervisor

Qualifications:

Required education, experience, training

· High School Diploma or equivalent GED preferred

· AA degree or above in Business or related field or equivalent combination of education and experience

· Previous relevant experience in a similar role

· Minimum two years of experience as an administrative/assistant in a lead role or reporting directly to a Director or Officer

· Experience with external communication and contacting and working with the business community

· Experience maintaining highest level of discretion and confidentiality

· Proficient in Microsoft Office Suite and Internet

Preferred education, experience, training

· Non-profit or community health experience

Certifications/Licenses:

· Access to reliable transportation

Critical Success Factors in this role include:  Knowledge, Skills, and Abilities

· The ability to work and act independently, and to make and carry out decisions with minimal supervision

· The ability to communicate effectively, both orally and in writing

· Strong interpersonal skills with the ability to lead teams and projects, and work collaboratively

· Maintaining confidentiality and HIPAA compliance

· Excellent organizational, time management and multi-tasking skills with attention to detail

· Excellent customer service and client services philosophy in all interactions

· Successfully manage multiple projects at the same time

· Appreciation and respect for working with and serving a diverse population

· Proficiency in Microsoft Office and the internet

· The ability to investigate and analyze information, draw conclusions and problem solve

· The ability to gather data, compile information, and prepare reports

Work Conditions:

Travel locally to visit other sites, may require a day or overnight trip to attend events; workload may be demanding at times; require professionalism and confidentiality.

Physical Demands: This position requires:

· Sitting, walking, and standing associated with a normal medical/clinical office environment.

· Regular bending and stretching; and lifting.

· Manual dexterity used to include, but not limited to, standard office equipment, and computer keyboard.

· Traveling to work sites including some exposure to outside elements.

· Presenting information in front of a group.

· Reading and writing in order to review records for accuracy.

Education: High School