Executive Assistant (1.0)
Billings Clinic

Provides administrative support for the Senior Executive Team. Coordinates and administers programs, projects and/or processes to support key strategies, project facilitation and prioritization.

Essential Job Functions
• Assists the Senior Executive Team, Leadership and other physician leaders and staff in various professional capacities on a daily basis. Works with minimal supervision. Takes appropriate action during the presence and absence of Senior Leadership staff members utilizing initiative and judgment to ensure all matters requiring attention are addressed promptly and effectively, or are brought to the attention of a member of the Senior Leadership Team.
• Coordinates and maintains appointment calendars, arranges executive level meetings preparation of meeting notices, agendas, and presentation materials. Takes notes and transcribes minutes for various physician/administrative meetings Responsible for timely distribution.
• Maintains physician employment files and contracts. Coordinates physician performance review processes and paperwork for first year physicians, and direct reports. Assists with data gathering, data compilation, and formatting.
• Assists in supporting a wide variety of programs, projects, committees.
• Coordinates special events committee meetings, conferences and/or retreats as appropriate. Develops plans, budgets, and presentations, arranges for speakers and CEUs, monitors invoices and expenses and maintains expenses within agreed upon budget.
• Assists in the preparation and control of records, statistics and reports regarding business operations. May participate in various budget related activities. Performs data gathering and analysis for coordination of various projects requiring independent judgment. Composes, drafts and prepares correspondence and reports.
• Answers multi-line telephone and screens incoming calls and assists caller or walk-in traffic whenever possible or directs to the appropriate individual or department as needed. Acts as a resource for the leaders, physicians and staff in a variety of areas (i.e., computer related assistance, responding to a variety of procedural/policy related questions, etc.).
• Develops and maintains effective office procedures and efficient work flow to include telephones, office reception, filing, copying, distribution of mail, and faxing documents. Maintains confidential files and data.
• Maintains travel budget and expenses/invoices.
• May facilitate and coordinate bi-weekly payroll review and authorizations for Senior Leadership direct reports. Reviews bi-weekly payroll for assigned staff and departments.
• Utilizes performance improvement principles to assess and improve quality.
• Identifies needs and sets goals for own growth and development; meets all mandatory organizational and departmental requirements.