Executive Assistant - Corporate Administration

Executive Assistant Description:

Schedule meetings as required; develop and send notices, develop agenda, schedule meeting room, order food as needed, make arrangements for appropriate equipment and assist in the development of itineraries.

Compose correspondence and/or reports as instructed.

Process and distribute copies of invoices to all appropriate personnel for their review and approval, as well as distribute copies of reimbursable invoices to insurance underwriter.

Maintain a detailed listing of invoices that are submitted to insurance underwriter to review for reimbursement.

Update monthly Hospital Finance Committee minutes and place in appropriate board book, as well as provide copies for monthly Hospital Board meeting books. Provide copy of monthly Hospital Finance Committee financials to the committee's members in a timely manner before the meeting takes place. Update monthly Hospital Finance Committee agenda and ensure copies of paperwork referenced on agenda are arranged in the correct order and provided to the Finance Committee as needed.

Process applications for AMC's Crime, Directors and Officers, Excess Worker's Compensation, Fiduciary, General Liability, Professional Liability, Automobile and Property Insurance policies in a timely manner. Notify the auto/property insurance carrier of any additions/deletions of AMC vehicles/properties and maintain a detailed listing of all properties that are to be insured. Enforce that the Medical Center's vehicle operators meet each of the insurance policy's requirements by reviewing and processing the employee's social security number, date of birth, copy of driver's license, copy of defensive driving card, and the employee's seven-year Motor Vehicle Record. Promptly notifies the insurance carrier of any employee who is requesting driving privileges or who has had a change in status in their driver's license such as suspension, revocation, etc. Notifies the employee's supervisor of the insurance approval/denial and reminds them that the employee is not permitted to drive an Archbold Medical Center vehicle or their personal vehicle for Archbold Medical Center business until insurance approval is obtained. Maintains a detailed listing by department of all approved drivers. Promptly notifies insurance carrier of any auto/property losses that notice has been given on.

Organizes the distribution and collection of AMC's annual conflict of interest policy's statement and resolution to all employees, medical staff members with administrative responsibilities and contracted persons and maintains a detailed distribution and response list on behalf of the Director of Internal Audit, Compliance for reporting to the Medical Center's Corporate Compliance Committee.

Order and maintains commercial credit card accounts for designated personnel, processes monthly statements and distributes copies of statements and memos to appropriate personnel for their approval of charges. Develops letter to Card Services on behalf of individual if there is a discrepancy in statement.

Processes requests to ensure that the renewal of all Irrevocable Letters of Credit are completed in a timely manner. Submits updated letters to the beneficiary and distributes copies of letters to appropriate personnel as needed. Maintains schedule on renewal dates.

Processes request to ensure that the renewal of the Georgia Department of Labor Surety Bond is completed in a timely manner. Submits updated letter to the beneficiary and distributes a copy of the letter to the Employee Benefits Manager as needed.

Maintains schedule on renewal dates.

Reviews current year's Office of Secretary of State registrations with the Senior VP and CFO. Updates electronically at the Office of Secretary of State website and submits as annual renewal before current registration expires.

Develops and updates leases with information according to requirements set forth by administration.

Ensures completion of disbursement and reoccurring vendor requests and submits to Accounts Payable for payment

Executive Assistant Experience/Education:

High School Diploma or GED required

Bachelor’s degree in business-related field preferred

At least five years experience in office management or an administrative support position preferred

Experience in a health care environment preferred

Must be proficient in the use of Microsoft Word, Outlook, Excel and PowerPoint

Must have the ability to easily communicate with people both orally and in writing

Must be able to work independently and display appropriate judgment in dealing with both patients and staff

Ability to handle job stress and interact effectively with others in the work place

Perks/Benefits:

(for eligible employees):

Have optimal opportunity for career growth within our growing organization

Medical / Dental

Retirement Plan

PTO and paid life insurance

What Sets Us Apart

Archbold Medical Center is a four-hospital, three nursing-home health system with 540 patient beds. We employ more than 2,500 people and boast an outstanding medical staff of nearly 200 qualified physician specialists. Our flagship hospital, John D. Archbold Memorial Hospital, is a 264-bed hospital located in Thomasville, Georgia. Our system hospitals, also in Georgia, are Brooks County Hospital in Quitman, Grady General Hospital in Cairo, and Mitchell County Hospital in Camilla.

For nearly 100 years, Archbold has been synonymous with high-quality, compassionate medical care. While our exemplary facilities have helped us maintain an excellent reputation, our team members are what makes Archbold special.

You are unique. You have skills and a strong passion for helping people. You also have personal goals, and Archbold wants to help you achieve them. We are a diverse healthcare system that promotes teamwork, continuing education, and leadership, and we are committed to recruiting and retaining the best healthcare professionals to join our Archbold team.

What we offer:

We know that your time and expertise are valuable, and to help our employees be at their best and make the most of their employment experience, we offer a comprehensive and generous benefits package that helps our employees and their families meet the challenges of everyday living.

We strive to be a workplace of choice, and from high-quality medical and dental care benefits to retirement benefits that help build wealth for your future, Archbold is proud to offer our employees one of the best benefits packages in the area.

Below are a few of the benefits Archbold Medical Center offers to employees:

• Work/Life Balance
• Planning for the Future
• Low-Cost Prescriptions
• Health & Wellness Benefits
• Planning for Life’s Unexpected Moments
• Helping You to Advance Your Career

Mission

To provide the citizens of South Georgia and North Florida with high-quality, patient-focused healthcare in a cost-effective manner.

Vision

To be the best healthcare system in our region.