Executive Assistant

Himg (Huntington Internal Medicine Group) - Huntington, WV

Full-time

Huntington, WV

Ambulatory Health Care Services

About the position

The Executive Assistant (EA) plays a crucial role in providing comprehensive administrative support to the Chief Executive Officer (CEO) of MHN, as well as serving as the recording secretary for the MHN Board of Directors and its various committees. This position is pivotal in ensuring that the CEO's time is utilized effectively and that interactions with hospital executives, staff, physicians, and the public are productive. The EA is responsible for a wide range of secretarial duties, including scheduling appointments, preparing correspondence, making travel arrangements, and facilitating communication with MHN staff and the public. In terms of responsibilities related to the MHN Board of Directors, the EA organizes meetings, which includes preparing board packets and taking minutes during meetings. The EA also manages communications with various committees such as the Executive Committee, Executive Compensation Committee, Nominating Committee, Finance Committee, and Joint Board Sessions. Additionally, the EA is involved in planning board retreats, educational sessions, and social events, while maintaining up-to-date board rosters for MHN. For the CEO, the EA provides essential support by managing the CEO's calendar, scheduling conference calls, coordinating meetings, and making travel and accommodation arrangements. The EA is also responsible for preparing expense reports and formatting information for internal and external communications, including memos, emails, presentations, and reports. Furthermore, the EA assists the Chief Administrative Officer (CAO) by scheduling meetings, preparing agendas and board packets, and aiding in the onboarding process for new board members.

Responsibilities

• Provide administrative support to the CEO and the MHN Board of Directors.
• Organize meetings for the MHN Board and its committees, including preparing board packets and taking minutes.
• Maintain board rosters for MHN.
• Schedule conference calls and coordinate meetings for the CEO.
• Maintain the CEO's calendar and manage travel and accommodation arrangements.
• Prepare expense reports for the CEO.
• Format information for internal and external communications, including memos, emails, presentations, and reports.
• Assist with onboarding new board members and preparing agendas for various committees.

Requirements

• High school diploma or equivalent required; junior college/technical school certificate diploma or equivalent preferred.
• Two to five years of position-related experience preferred, including secretarial experience at an administrative or executive level.
• Experience in computer applications required, including Microsoft Word, Excel, Microsoft Office Outlook, and Visio.