Corporate Executive Assistant

Job Title

Executive Assistant

Department

SEMSA Corporate

Division

SEMSA

Reports To

Director Human Resources/Chief Operating Officer

FLSA Code

Non-Exempt

Schedule

Part Time (30 Hrs/week)– Eligible for Medical Benefits

Revision Date

June 2025

Position Summary

The Executive Assistant assists with all administrative functions including, but not limited to calendar (arranging meetings, conference and similar proceedings, preparing agendas, and taking and transcribing minutes, as needed), telephones (answering/screening/redirecting calls and taking messages), correspondence and reports (composing, transcribing, and designing), record keeping (establishing and maintaining), assisting with special projects as assigned by the Chief Executives or other members of the Senior Management Team, and providing administrative support, as needed.

The individual in this role will exhibit professionalism and proficiency, managing issues and projects both internally and externally on behalf of the Chief Executives. The individual in this role must be capable of following through on numerous details of multiple assignments simultaneously, using good judgment and critical thinking skills, providing excellent customer service, follow up and positive problem-solving capabilities. The person in this role will need to be flexible to accommodate changing priorities and responsibilities. This position involves management of confidential and proprietary information. The incumbent must demonstrate tact, discretion, and thoughtfulness at all times.

The Executive Assistant maintains the highest level of professionalism and confidentiality in all matters pertaining to SEMSA. The Executive Assistant demonstrates the ability to work independently and uses good judgment in completing the duties of this position. They produce high-quality, detailed, and accurate reports and correspondence.

Supervision Exercised

Exercises no supervision.

Qualifications/ Experience Requirements

• Five years’ experience supporting a person or department as an Administrative Assistant required.
• Any equivalent combination of education and experience which provides the necessary knowledge, skills, and abilities to perform the functions of the position may be considered.
• Experience in a role requiring proficiency in Microsoft Office Suite and strong verbal and written communication skills.
• Experience in healthcare environment desired.
• Excellent interpersonal skills and be able to maintain a high degree of rapport and interact professionally with managers, co-workers, employees, consultants, attorneys, and the public at large.
• Must be able to always maintain strict confidentiality.
• Must be able to be flexible and adjust priorities and responsibilities accordingly.
• Demonstrated strong analytical/problem solving skills, written and verbal communication skills, interpersonal communication skills, attention to detail and the ability to multi-task required.
• Communicate effectively in a professional, clear, concise manner, both orally and in writing.
• The applicant must be proficient in the use of grammar, punctuation, spelling, business correspondence, and medical terminology.
• Display initiative and set priorities and frequently adapt to change.
• Must be a self-starter requiring little oversight; Ability to work independently.

Position Accountabilities

• Maintain Chief Executives Calendars and communications.
• Coordinate and schedule SEMSA Board monthly meetings as directed by the SEMSA Chairman of the Board.
• Participates in compiling the data/document collection for company accreditations and RFPs.
• Provide administrative support services, including but not limited to, drafting correspondence, scheduling appointments, and maintaining official files/records. Provide administrative support services for the needs of the organization.
• Run the requested meetings, ensure participants have the agenda one day prior to the meeting, test the computer to ensure the virtual meeting does not have technology issues at least 10 minutes before the meeting. Take meeting minutes for each meeting where minutes are requested by Management. These minutes need to be maintained on the shared company drive and shared with appropriate leadership.
• Understand the organization and operation of SEMSA and appropriate outside agencies as necessary to assume assigned responsibilities.
• Maintain the SEMSA Company Policy Manual. Work with leadership when changing a policy, update the shared drive and provide pdf to the manager to send to employees.
• Responsible for monthly SEMSA Birthday Cards/Gift Cards.
• Responsible for purchasing, distributing and logging SEMSA recognition gift cards to distribute to requesting manager(s).
• Purchase office supplies as needed/requested. Items must be purchased using the current purchasing policy established by the Accounting Department.
• Responsible for Office space management. Work with building management to schedule needed repairs.
• Participate in maintaining and updating company phone/email/websites lists/sites. Work with IT Management to keep organizational contact information current.
• Act as one of the company’s Notary Public.
• Have knowledge of methods and technique of statistical and administrative data collection and report preparation to include but not limited to: NorCal year-end reports and Sierra-Sacramento Valley EMS Agency Annual Renewal.
• Daily collection of mail from corporate office and the PO Box. Scan and send mail to the appropriate department.
• Process receivables using daily reconciliation, deposit the receiving checks, and scan and send the information to the accounting department.
• Coordinate SEMSA travel arrangements, on an as needed basis.
• Assist with company events/functions, on an as needed basis.
• Complete other projects/assignments, as assigned by the Chief Executives and Senior Management Team.

Company Computer Use Requirement

It is SEMSA’s expectation that all employees in all positions utilize the available company computer systems, including company email. These systems allow management to properly communicate with all employees and provide detailed information in various areas of employment.

Physical Effort/Working Conditions

Ability to work in a standard office environment. Ability to use office equipment including computers, telephones, calculators, copiers and fax machines. Ability to lift and carry up to 25 lbs.

Job Responsibilities Relating to Patient Privacy

1. The incumbent is expected to protect the privacy of all patient information in accordance with the Company’s privacy policies, procedures, and practices, as required by federal [and state] law, and in accordance with general principles of professionalism as a health care provider. Failure to comply with the Company’s policies and procedures on patient privacy may result in disciplinary action up to and including termination of employment or of membership or association with SEMSA or any of its affiliated companies.
2. The incumbent may access protected health information and other patient information only to the extent that is necessary to complete your job duties. The incumbent may only share such information with those who have a need-to-know specific patient information you may have in your possession to complete their job responsibilities related to treatment, payment or other company operations.
3. The incumbent is encouraged and expected to report, without the threat of retaliation, any concerns regarding the Company’s policies and procedures on patient privacy and any observed practices in violation of that policy to the designated company Privacy Officer.
4. The incumbent is expected to actively participate in Company privacy training and updates made available to you. It is required to communicate privacy policy information to coworkers, students, patients and others in accordance with Company policy.

Protected Health Information Role Based Access

Access to Protected Health Information (PHI) will be limited to those who need access to PHI to carry out their duties. The following describes the specific categories or types of PHI specific to this job description.

Job Title

Description of PHI to Be Accessed

Conditions of Access to PHI

Administration

Intake forms from dispatch, patient care reports, billing claim forms, remittance advice statements, other patient records from facilities

May access only as part of duties to complete patient billing and follow up and only during actual work shift