Executive Assistant

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Executive Assistant

Duties: Monitors the current status of the work for assigned Executive Vice Presidents. Anticipates needs by gathering records, reports, correspondence or other specific information; assists the assigned Executive Vice Presidents in preparation for meetings and proactively assists the assigned Executive Vice Presidents in his/her duties. Manages the distribution of mail for assigned Executive Vice Presidents. Will ensure that all agendas, minutes and presentations are adequately prepared in a timely and effective manner. Agendas will be distributed at least one week before the scheduled meeting and meeting minutes will be completed and distributed to the Chair and Executive Director for review at least one week after the meeting. All presentations from Committee members must be submitted for review by the Committee Chair and Executive Director at least one week prior to the scheduled meeting. The All Provider meeting agenda will be prepared and reviewed at least one week prior to the meeting by the Market Performance Committee. All policy changes resulting from recommendations at Executive or a Subcommittee will be overseen for implementation by the COO and the assigned Executive Assistant. Maintains travel arrangements and the appointment calendar. Arranges appointments, meetings, and conferences. Contacts the appropriate individuals to attend. Proactively assists the assigned Executive Vice Presidents in all matters pertaining to effective time management. Attends meetings or conferences as assigned, in order to take meeting minutes. Handles variety of matters involving contact with various staff, board members, physicians, committees, government agencies and the public. Answers and screens telephone calls. Returns telephone calls as needed. Composes correspondence and distributes it to appropriate individuals. Fulfills reception duties as assigned. Assists with compiling projects, strategic plans and financial reports as assigned. Organizes all electronic and paper files associated for the assigned Executive Vice Presidents. Maintains strictest confidentiality. Handles confidential matters concerning policies or practices. Manages the electronic and hard copy filing of all contracts, legal and corporate documents.

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