Description:CATHOLIC HOSPICE INC.
EXECUTIVE ADMINISTRATIVE ASSISTANT
BILINGUAL ENGLISH/SPANISH
FULL TIME – MONDAY TO FRIDAY
LOCATED AT MIAMI LAKES, FL
Summary & Objective
The Executive Assistant supports the Executive Director and Senior Management team and is responsible for the administrative functions that are directly related to the management and general operations of Catholic Hospice, dealing with internal and external customers.
Essential Functions
Assists Executive Director in managing regulatory requirements with AHCA, The Joint Commission and other regulatory agencies.
Interacts effectively with the admissions and business office departments in completing the monthly reports.
Directs complaint calls to the department involved and informs Executive Director or other Directors.
Arranges travel plans for the Executive Director or Directors, and their support staff as needed.
Write and prepare correspondence, internal memorandums, documents, and contracts, as well as grants as needed.
Maintains and updates files and electronic files for the Administration office.
Assists Executive Director in coordinating all Joint Management, Team Manager’s, Senior Management, Medical Directors meetings and all meetings involving Leadership teams as needed.
Completes daily, weekly, monthly quarterly reports and distributes as needed.
Prepares and records meeting minutes as needed or requested.
Collects all mail correspondence for the Executive Director and Sr. Management team pointing out items of highest priority.
Participates in daily, weekly and/or monthly meetings as required or requested.
Manages calendar of conference rooms for facility.
Meets with Executive Director to discuss escalated matters, obtain direction and set time frames for planned activities, such as special events.
Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
Process all contributions, including maintenance of donor files, composing thank you letters for Executive Director’s signature, and ensuring accounting’s timely receipt of donations, including PayPal donations. As well as solicit Donors for funding activities and/or event related.
Process all public inquiries including complaints and customer service issues or route accordingly to insure satisfactory resolution. This includes managing the electronic correspondence of the organization’s main account email address, specialcare@catholichospice.org.
Must maintain very organized records or electronic files.
Other Duties
Welcomes guests and customers by greeting them, in person or on the telephone; answering or directing inquiries.
Distribute mail for the Executive Director, including screening for appropriate routing.
Serve as an information resource to management, furnishing requested information and/or providing referral source as needed.
Prepare and distribute Committee meeting minutes, maintaining total confidentiality of content.
Maintain up-to-date roster of Committee members, terms of office and meeting calendars.
Creates, maintains and distributes Hospice’s organizational charts.
Arrange all travel needs for the Management team, including any required meeting registrations, air travel, hotel, car rental, etc. and reconciles receipts for reimbursement upon return.
Schedule and prepare for internal meetings including All Staff meetings, Joint Management meetings, Director meetings, and other meetings as necessary. Prepare agendas, take and prepare minutes for distribution and office file as required.
Prepares reports by collecting and analyzing information.
Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies. This includes Marketing promo items and brochures.
Supervise administrative volunteers with clerical support when needed.
Prepares quarterly and annual statistical reports.
Complete and submit annual AHCA license renewal and annual reports to AHCA.
Maintain all administrative files and minute books.
Attends various meetings and community events as requested.
Must use good judgment in executing job as employee deals with confidential information.
Maintain your required licenses, certifications and mandatory skill updates.
Maintains Petty cash box, reconciling receipts to track all cash flow.
Comply with all policies, local, state and federal laws and regulations.
Provide other duties of other team members.
Perform other duties as assigned.
Supervisory Responsibility
May serve as an interim department leader depending on need
Physical Requirements
Must be able to lift and/or move up to 50 pounds and push/pull up to 250+ pounds, walk, climb stair or ladders, stand on feet for extended periods of time, etc.
Disclaimer
The job description is not designed to cover or contain a comprehensive listing of activities duties or responsibilities that are required of the employee. Other duties, responsibilities and activities may change or be assigned at any time.
EEOC Statement
CHS provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.
This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.
Knowledge & Experience Requirements
Associate Degree (AA) or equivalent combination of education and experience.
3 to 5 years’ experience required.
Versatility and proficiency in coordinating/organizing office projects and systems.
Must have knowledge of computer office software.
Must be able to read, write and understand the English language.
PM19
. Requirements:Knowledge & Experience Requirements
Associate Degree (AA) or equivalent combination of education and experience.
3 to 5 years’ experience required.
Versatility and proficiency in coordinating/organizing office projects and systems.
Must have knowledge of computer office software.
Must be able to read, write and understand the English language.
To apply for this job please visit www.catholichealthservices.org.
