Executive Assistant

Wesley Woodlawn Hospital & Er - Wichita, KS

Part-time,Full-time - Mid Level

Wichita, KS

About the position

As an Executive Assistant at Wesley Woodlawn Hospital & ER, you will play a crucial role in supporting the Senior Management Team. This position involves a variety of secretarial, administrative, and clerical functions that are essential for the smooth operation of the management team. You will be responsible for managing office workflow, coordinating calendars to maximize efficiency, and minimizing scheduling conflicts. Your administrative support will extend to meetings, where you will prepare agendas and minutes in a timely manner, ensuring that all necessary documentation is in place. Confidentiality is paramount in this role, as you will be handling sensitive information. You will prepare correspondence in an appropriate format for various recipients and make travel arrangements in accordance with hospital policies. Additionally, you will process expense reports for senior management and assist with various administrative tasks, including check requests and issue referrals according to established policies. Your responsibilities will also include creating and editing PowerPoint presentations, maintaining administrative policies, ordering office supplies, and coordinating interviews with candidates. You will be involved in scheduling and communicating employee meetings, planning monthly luncheons, and managing notary services. This position requires a proactive approach to support the needs of patients and physicians, ensuring that all administrative functions are executed efficiently and effectively. The role is dynamic and may evolve, requiring adaptability and a commitment to excellence in administrative support.

Responsibilities

• Serve as assistant to Senior Management Team members.
• Perform a variety of secretarial, administrative, and clerical functions to support the Senior Management Team members.
• Handle concerns related to office workflow.
• Coordinate calendar to maximize efficiency and minimize scheduling conflicts.
• Provide administrative support for meetings including timely preparation of agendas and minutes.
• Maintain confidentiality with sensitive information.
• Prepare correspondence utilizing format appropriate for recipient.
• Make travel arrangements in concordance with WMC and HCA travel policies.
• Process Concur expense reports for Senior Management Staff & other staff as requested.
• Prepare and submit check requests and other forms in concordance with WMC policy.
• Assist with the handling, deferral, or referral of issues according to policy and procedure.
• Create and edit PowerPoint presentations.
• Ensure all Administrative Policies are current, tracked through Access database & posted on WMC Intranet.
• Order all essential office supplies for Senior Management Office.
• Coordinate & schedule with Directors & Managers all Pillar Meetings for each department within WMC.
• Schedule & Communicate Employee Quarterly Meetings with all staff hospital wide.
• Order linens for Aramark hospital wide on a monthly basis through SMART program.
• Coordinate interviews with outside/internal candidates (travel, hotel, car, etc.).
• Plan & Organize Monthly CEO Luncheon/Breakfasts.
• Coordinate with Senior Management to ensure five-year service awards are handed out to employees.
• Input RN Applications when emailed into an excel spreadsheet.
• Schedule the use of Crossroads.
• Coordinate with Senior Management on attending different benefits, event sponsorships & contributions events.
• Answer Senior Management phones.
• Manage notary services, ensuring expired & new notaries are submitted to corporate and the state appropriately.
• Submit catering requisitions for meetings.
• Run reports, pull numbers & prepare blurbs for the Daily Briefing.
• Manage Records for Administration and explore possibilities for hospital-wide improvements.

Requirements

• Five years of administrative support experience.
• Experience in a medical environment preferred.
• Keyboarding skills of 60 WPM.
• Demonstrated proficiency with grammar, spelling, and proofreading.
• Demonstrated proficiency with Microsoft Word, Excel, PowerPoint, Outlook.
• Knowledge of medical terminology preferred.

Benefits

• Employee stock purchase plan
• Disability insurance
• Health insurance
• Dental insurance
• Flexible spending account
• Tuition reimbursement
• Paid time off
• Adoption assistance
• Family leave
• Vision insurance
• 401(k) matching
• Pet insurance