EXECUTIVE ASSISTANT APPLICATIONS ACCEPTED UNTIL FILLED
“IFHS is an equal opportunity employer and ADA compliant agency”.
FLSA Job Status: Exempt Education/Licensure: High school diploma or equivalent. A minimum of 3+ years of experience providing support to various levels of management of a minimum of 2 years' experience providing support to executive level management. High level experience supporting executives in and entrusted with confidential information. Human Resources experience preferred. Bachelors of Art/Science or college coursework in communication and/or business administration preferred. Department: Administration Supervisor: Chief Executive Officer
I. ORGANIZATIONAL SUMMARY A. Reports to: Chief Executive Officer B. Key Working Relationships: Practitioners, Medical Support Staff, Mental Health Clinici and Administration C. Primary Customer Groups: External practitioners, patients and their family members, a vendors/customers D. Aged of Patients Served: All
II. STANDARDS OF CONDUCTS A. Appearance: 1. Maintain a professional personal appearance, and abide by the dress code at all times while working and representing IFHS. 2. Demonstrate actions that support maintaining a positive and clean facility appearance B. Attitude: 1. Acknowledge customers; smile and maintain eye contact as appropriate for patient culture 2. Apologize for problems, inconveniences, and wait times 3. Be kind, sympathetic, and helpful. 4. Act in a professional manner at all times. C. Respect: 1. Treat all customers (patients and guests) with respect 2. Treat colleagues (employees, practitioners, volunteers) as professionals 3. Be accountable in meeting customers' requests and needs D. Ownership/Accountability: 1. Act as an ambassador of IFHS at all times 2. Anticipate and exceed customers' needs and expectations 3. Understand and accept responsibilities 4. Demonstrate a proactive approach to all issues/problems/concerns E. Communication: 1. Acknowledge customers/patients by being attentive 2. Keep customers/patients appropriately informed 3. Maintain confidentiality at all times 4. Use proper voice and email etiquette 5. Use proper and professional telephone etiquette 6. Demonstrate positive and proactive communication skills to include active listening 7. Asks appropriate questions to clarify understanding 8. Maintain employee records (electronic and hard copies) 9. Conduct word processing and excel spreadsheet functions, which may include graphs and tables; may also create presentations, organizational charts, project management tools and other documents as needed 10. Complete a broad variety of administrative tasks for the CEO and Management Team, which may include: managing a calendar of appointments, completing expense reports, composing and preparing correspondence that is often confidential, arrange travel plans, itineraries and agendas and compile documents in preparation of a meeting or events 11. Work independently on projects, from conception to completion, while working under pressure at times to handle a wide variety of activities and confidential matters 12. Must be able to maintain strict confidentiality of IFHS information 13. Assist with screening calls and directing calls as needed. Greet visitors (when required) and arrange transportation services if needed 14. Coordinate the preparation and content for the IFHS Facebook page, website and other communications 15. Maintain contract and service agreement spreadsheets detailing scheduling agreement expiration date, etc 16. Filing of all contract documents 17. Other duties as assigned by CEO IV. ESSENTIAL FUNCTIONS 1. Hearing: within normal limits with or without use of corrective devices 2. Visions: adequate to read 12-point font type with or without corrective lenses 3. Must be able to effectively communicate in English, both verbally and in writing with staff, patients and the general public 4. Must have manual dexterity of hands/fingers for frequent writing, computer work, filing and assisting with procedures 5. Must be able to occasionally lift, push or pull up to 50lbs 6. Must be able to subject to prolonged sitting, standing or walking
BUSINESS HOURS Monday - Friday 8:30 AM - 9:00 PM Saturday 8:30 AM - 1:00 PM IFHS will be closed from noon to 1:00 PM, Monday through Friday only. IFHS OPENS AT 9:30 AM the third Wednesday of each month due to our all-staff meeting.