Executive Assistant, Chief Quality & Safety Officer - Full Time - Hartford, CT en Connecticut Children's Medical Center

• Oversees and administers the day-to-day activities of the office; develops policies, procedures and systems which ensure productive and efficient office operation for the Executive Management Team (“EMT”) Member.
• Provides assistance and support to the Executive Management Team Member in problem solving, project planning and management, and the development and execution of stated goals and objectives.
• Responds to internal and external inquiries regarding Medical Center policy and operations while maintaining appropriate confidentiality.  Provides assistance in the understanding of Medical Center policies and procedures, as appropriate, and ensures that office operations are in compliance with policy provisions and standards.
• Receives, reviews and summarizes all incoming documents and correspondence; performs research and analysis on specific issues, as required, and independently prepares non-routine correspondence and/or reports, which may be highly sensitive and confidential in nature.
• Serves as the primary point of administrative contact and liaison with other offices, individuals, and institutions. 
• Works closely and effectively with the Chief Quality & Patient Safety Officer and her leadership team to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Act as a "barometer," having a sense for the issues taking place in the environment and keeping the Executive updated.
• Proactively manages an extremely active calendar and daily schedule of executive, with authority to grant or refuse appointment request, ensuring the Executive’s schedule is followed and respected; plan and schedule meetings, including video and teleconference calls. 
• Organizes and facilitates meetings, and participates in committee discussions, as appropriate; screens and initiates telephone calls for assigned Executive Management Team Member, and participates in general administrative coverage for Administration offices. 
• Utilizes discretion in determining which situations that are critical or urgent of which the executive should be notified/interrupted.
• Assists in the compilation, preparation and distribution to EMT of planning documents, strategic business plans and interim reports.  
• Assists in the coordination, supervision, and completion of special projects, as appropriate.
• Tracks certain assignments that are delegated by the EMT Member to various staff members and facilitates staff implementation.
• May provide administrative support to executive boards and committees (e.g. functioning as secretary or coordinating board/committee activities & record keeping) and maintains a current understanding of the by-laws and responsibilities of each board/committee.
• Demonstrates support for the mission, values and goals of the organization through behaviors that are consistent with the CCMC Standards. 
• Coordinates all meeting logistics such as conference room reservations, catering orders, preparing agendas, meeting materials, and assists with the creation of presentation materials.
• Assists during meetings by setting up audio/visual, taking minutes, and documenting action items that require follow-up.
• Serve as the Board Quality Improvement Coordinator, which includes, but is not limited to preparing materials for monthly board and committee meetings, managing the coordination of presenters, polishes the final PowerPoint presentation, executive summaries and meeting minutes, uploads all meeting materials to Board portal, and corresponds with committee members.
• Creates and modifies documents in Word, PowerPoint, Excel and Smartsheet.
• Oversees and/or arranges special projects and events such as retreats, luncheons/dinners, conferences, and presentations.
• Prioritizes conflicting needs; handles matters expeditiously, proactively and follows-through on projects to successful completion, often with deadline pressures in a fast-paced environment.
• Manages the ordering of office supplies for department. Performs appropriate procurement processing activities including setting up new vendors with accounts payable and securing Purchase Orders (POs) with supply chain. 
• Handles all department specific operational requirements, including supporting recruiting and team member on-boarding/off-boarding processes and materials.
• Coordinates travel arrangements and prepares itineraries. Submits travel related expense claims in a timely fashion.
• Completes various projects and ad hoc duties and requests as assigned.
                                                                                                                    

Education and/or Experience Required:

• Education Required: Associates degree is required in healthcare administration, communications or related degree.
• Education Preferred: Bachelor's degree preferred in health policy, business administration, healthcare management or related field.  
• Experience Required: Minimum of three years’ experience supporting and working with C-suite level executives (preferably in a healthcare setting.              

License and/or Certification Required:

• None

Knowledge, Skills and Abilities:

Knowledge:

• Advanced level expertise of Microsoft Office suite including but not limited to, Microsoft Word, Excel, and PowerPoint.
• Working knowledge of Concur Travel System.
• Organizational and divisional policies and procedures; general knowledge of services provided to patients/families in the Medical Center.
• General math and accounting principles.

Skills:

• Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Strong interpersonal and communication skills and the ability to build relationships with stakeholders, including executives, senior leaders, physicians, clinicians, board members and external partners.
• Advanced written and verbal communication skills.

Ability to:
 

• Plan, develop, and coordinate multiple and complex projects. 
• Organize and manage time, activities, processes and projects on a weekly, quarterly & annual basis.
• Attend to administrative detail utilizing initiative, problem analysis techniques, excellent judgment and confidentiality.
• Demonstrated proactive approaches to problem-solving with strong critical thinking and decision-making capability.
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer service and response.
• Highly resourceful team-player, with the ability to also be extremely effective independently.
• Demonstrated ability to achieve high-performance goals and meet deadlines in a fast-paced environment.
• Forward-looking thinker, who actively seeks opportunities and proposes solutions.
• Positive, proactive attitude; meticulously thorough and accurate.
• Able to multitask and adapt to quickly changing priorities.
• Function in a fast-paced environment with strong attention to detail.
• Work with all levels of the internal and external constituencies, understand and apply knowledge of divisional/organizational policies and procedures to make administrative/procedural decisions, resolve complex problems and meet needs of customers.
• Foster a cooperative work environment. 
• Focus on customer needs and follow through to meet needs.
• Research and gather data, and review data; compile and analyze information, and prepare accurate and comprehensive reports with deadlines.