Executive Assistant in BILLINGS, Montana at Rimrock Foundation

JOB SUMMARY:

The Executive Assistant provides support to the Executive and Leadership Team at Rimrock, including handling all information requests, conducting research, and performing administrative functions such as preparing correspondence, receiving visitors, arranging conference calls and scheduling meetings. This position will provide executive support in a one-on-one working relationship with the CEO and COO. Work requires the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative and organizational skills and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will work independently on projects, from conception to completion and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion. Manages and maintains general office supplies for the main facility. Assure adherence to state statutes and rules, CARF standards, and federal regulations including HIPAA and 42 CFR Part 2. Positively represents the organization and promotes Rimrock’s Mission to the community.

ESSENTIAL FUNCTIONS:

Executive Assistant Duties:

1. Ensure the highest level of discretion in providing a comprehensive range of executive assistant support.
2. Assist with preparation for accreditation surveys and maintain policy manuals.
3. Maintain Board, department and contract manuals in compliance with State and CARF standards.
4. Prepare all correspondence for the Board. Prepare and mail packets to Board members prior to monthly Board Meetings.
5. Assist with preparation and publication of annual outcome reports.
6. Art/graphic design for brochures, reports and other published documents.
7. Effectively manage calendars including scheduling appointments and meetings, room reservations and independently resolving conflicts.
8. Prepare key documents for signature, comments, decision, or action.
9. Responsible for maintaining and distributing the on-call schedule, the employee phone list and the employee recognition emails.
10. Participates in the planning, preparation and organization of family week activities.
11. Organize and prepare relevant briefing or background materials for meetings.
12. Create or adapt presentations to be made by the CEO.
13. Encourage and maintain a high level of teamwork and positive and cohesive work environment.
14. Maintain administrative filing system.
15. Inventories and purchases general office supplies for the main facility.
16. Maintains CEU’s for employees and provides completion certificates.

ORGANIZATIONAL COMPETENCIES:

1. Accountability – Takes ownership for resolving problems, reaching goals, and serving patients, team, and organization. Accepts responsibility for own behavior. Assures that resources are allocated in accordance with the priorities of the strategic plan. Performs self-quality monitoring in order to develop and execute plans to meet established goals.
2. Time Management – Maximizes the use of time and resources and effectively prioritizes tasks. Completes paperwork, evaluations, and other required documentation accurately and timely.
3. Teamwork – Works cooperatively and capably with a wide variety of people. Actively promotes teamwork and information sharing within and across departments. Works in a spirit of teamwork and trust and maintains professional boundaries in working with others.
4. Flexibility – Adapts rapidly to changing work demands and priorities.
5. Confidentiality – Complies with all HIPAA and 42 C.F.R. Part 2 regulations relating to privacy, security, and confidentiality. Safeguards confidential information of patients, employees, and business operations
6. Safety – Knows and understands emergency procedures and completes incident reports within 24 hours of event with detailed information.
7. Communication – Consistently uses positive communication skills to promote effective interpersonal relationships. Provides timely and thorough follow-up with internal and external customers. Models professionalism by addressing others with appropriate actions, appearance, and communication. Models and promotes effective written and verbal communication.
8. Customer Service – Supports the organization’s customer service initiative. Strives for service excellence by seeking challenges and turning them into opportunities. Anticipates and meets needs of patients while maintaining appropriate boundaries. Displays a friendly, helpful, and approachable demeanor. Obtains feedback from patients regarding their perceptions of the service provided to them and utilizes this information to improve service delivery.
9. Respect – Establishes compassionate and supportive rapport with patients. Communicates tactfully and respectfully with patients, coworkers, and others.
10. Quality Improvement – Assures that information is collected, organized, reported and used to improve the quality of systems and services. Recognizes and appropriately reports to supervisor areas within scope of responsibility that fall outside the quality parameters. Serves on committees or process improvement teams to assist in improving quality/customer satisfaction, as assigned.

EDUCATION/TRAINING:

High School Graduate or equivalent required; Associates or Bachelor’s degree preferred. Must have a minimum of 3 years as an administrative assistant or relevant experience with progressive responsibilities. Experience serving as an Executive Assistant and working with a Board of Trustees preferred. Experience in a not-for-profit environment preferred.

SKILLS:

Strong interpersonal skills. Ability to treat confidential information with appropriate discretion. Exceptional attention to detail. In-depth understanding of entire MS Office Suite, including, but not limited to Word, Excel and Outlook, art/graphic design (Publisher/Photoshop). Skilled in the use of standard office equipment (e.g. copiers, business telephone systems, virtual meetings, fax machines, etc.) Ability to work effective with minimal supervision. Ability to organize a daily workload by priorities. Time management and must be able to meet deadlines in a fast-paced quickly changing environment. A proactive approach to problem-solving with strong anticipatory skills and ability to make independent judgments as necessary. Professional level verbal and written communication skills.

PHYSICAL DEMANDS:

Work is indoors in an office environment with moderate noise. Intermittent physical effort involving lifting of up to 25 pounds, walking and stooping is required. A typical workday involves sitting, frequent use of a keyboard, reaching with hands and arms, and talking and hearing, approximately 70% of the time. Approximately 30% or less of the time is spent standing. Normal vision abilities required, including close vision and ability to adjust focus.

WORK ENVIRONMENT/JOB LOCATIONS:

Involves everyday risk or discomfort requiring normal safety precautions in an office setting, meeting room and patient care areas. Work may involve mental and emotional stress. Some driving required. Will work primarily in main facility.

Disclaimer:

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of responsibilities, duties and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.