Overview:
The Executive Office Manager oversees and coordinates the daily operations of the executive office, ensuring organizational effectiveness and efficiency. This role involves managing and coordination for four executives and the SMH, MBH and MHSvcs Board of Directors. The Executive Officer Manager serves as a point of contact for both internal and external stakeholders, facilitates communication between executives and service line leaders and medical professionals.
Qualifications:
Education:
Bachelors degree in business or health related field is preferred.
Licensure/Certification/Registry:
N/A
Experience:
5 years experience as an office manager, executive assistant, or similar role.
Other Knowledge/Skills/Abilities:
Knowledge of office management systems and procedures.
Excellent time management and organizational skills with the ability to prioritize tasks and handle multiple deadlines.
Proficiency in Microsoft Office Suite.
Strong verbal and written communication skills.
Attention to detail and problem-solving skills.
Responsibilities:
Provide direct administrative support for the following roles at Springfield Memorial Hospital: President and Chief Executive Officer, VP of Operations, VP and Chief Nursing Officer, VP and Chief Medical Officer, and System Administrator Ancillary Services.
Provide executive support to senior management and executives, including scheduling meetings, managing calendars, and making travel arrangements.
Provide executive support for the board of directors including preparing board meeting materials (agendas, reports, presentations, packets, etc.), managing the BoardEffects communication platform, taking accurate and detailed minutes, ensuring board policies and procedures are followed, and facilitating all board related activities. Coordinate key communications with service line leaders and serves as a liaison for service line administrative assistants.
Ensure administrative policies are updated and procedures are followed and recommends improvements.
Prepare reports, memos, letters, presentations, and other documents at the direction of senior management and the board of directors.
Conduct research and compile data for consideration and presentation by executives.
Support and facilitate management of legal documents, regulatory documents, policies, and procedures.
Manage schedules and calendars of executives and coordinates events, meetings, standing committees, and other ad hoc needs.
Assist with regulatory investigations, surveys, and audits.
Serve as the primary point of contact for internal and external customers on matters pertaining to the executive office.
Facilitate communication between executives and other departments or external parties.
Handle confidential and sensitive information related to executive decisions, personnel matters, and strategic plans with integrity.
Project a positive energy and communication style consistent with the values and desired brand of the executive office.
Plan and coordinate executive meetings, board meetings, conferences, and corporate events.
Track progress, follow-up on action items, prepare status reports for special projects led by executive staff.
Organize logistics, including venue booking, catering, and audio-visual equipment setup.
Maintain a commitment to the MHS mission vision, values, goals and behavioral standards.
Perform other duties as assigned.
The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by incumbents of this job. Incumbents may be requested to perform tasks other than those specifically presented in this description.