Executive Coordinator to CEO

Job DescriptionJob Description1. Provide executive level clerical support to the Chief Executive Officer, Senior Leadership, and Medical StaffComplete a broad variety of administrative tasks for the CEO including managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is often confidential and arranging complex itineraries and agendas.Prioritize conflicting needs; handle matters expeditiously, proactively and follow through on projects.Must be flexible and possess outstanding problem-solving skills.Attend all meetings as requested by the CEO. Compose and deliver meeting agendas, minutes and other relevant documentation as directed in a timely manner.Maintain mailing lists, telephone lists, and mailing labels for various boards, committees, task groups, etc.Establish and maintain a functional filing system.Assists all team department members as needed.Assist legal to gather needed documents and the coordination of schedules for depositions when/if needed.Processes and organizes files and information for physicians requesting privileges for review by appropriate staff and committees.Facilitates and processes medical staff appointments, reappointments, credentialing and renewal of privileges to appropriate physicians.Prepares agendas, records minutes, and attends all medical staff meetings.Manages the business of medical staff and coordinate continuing medical education programs and activities.Maintains the physician directory.Assists with orientation for all new medical staff.Coordinates travel for provider CME.Manage Organization On-Call Calendar.2. Responds to requests in a timely manner to allow for accurate and efficient flow of correspondence.Facilitate communication by providing information to all customers by phone, pagers, or other communication media in a professional manner.Compose routine correspondence and other materials from verbal/written instruction.Receive, classify, reconcile, consolidates and/or summarizes information.Maintain a high level of confidentiality referencing verbal and written communication. Share information only with those who have a need to know.Contact external customers or suppliers to provide or obtain information. 3. Schedule meetings and update calendars to ensure appropriate personnel are available to attend meetings and other scheduled events.Coordinate and maintain meeting and appointment schedule for CEO.Attend meetings and keep and distributes minutes as requested by CEO.Coordinate meetings to include participant notification and facilitation of special requirements (room, audio-visual, catering, etc).Prepare conference packets for CEO and/or Board Members attending conference. 4. Supports fiscal or data related needs for department(s).Maintain, compile and compute basic/standardized statistical, numerical and/or computerized reports, following established guidelines.Order, maintain and restock all office supplies as required.Maintain an accurate listing of supplies to meet MSDS requirements.Assists with fiscal related responsibilities as assigned (e.g., billing, reconciling, supply cost, cost containment, etc.). 5. Provides positive customer service.Give positive first impression by greeting all patients, visitors, guests, and employees with a warm friendly welcome & acknowledge every person as a guest in our facility.Work with positive attitude and show commitment to co-workers and facility. 6. Performs other duties as assignedMaintenance:Works with Maintenance leader to coordinate and facilitate projects throughout the organization.Organizational Help:Point person to assist staff for direction and/or questions throughout the organization.

Created: 2025-03-22