Project Coordinator / Executive Assistant

PURPOSE OF THIS POSITION

This is a hybrid position that combines traditional executive support with cross-functional project coordination across the medical group. The position will be responsible for administrative support to the medical group dyad leadership team and for effectively coordinating and or managing projects related to medical group activities. Must be able to work respectfully, manage highly confidential information, and practice good judgment with key stakeholders, medical group practitioners, and BVHS leadership.

JOB DUTIES / RESPONSIBILITIES

Duty 1 : Coordinates logistics, agenda items, and presentations to be included in board, governance, and leadership meetings.  Attends meetings, takes notes, coordinates, and follows up on action items.

Duty 2 : Works independently on project coordination or management from start to finish. Performs work in a professional manner, neat and accurate, and meets deadlines. Provides status updates to leadership and keep project information in our applications updated.

Duty 3 : Works collaboratively with Administrative Assistant on calendar of appointments, meetings, and events for the Chief Medical Officer (CMO) and COO of Ambulatory Services.

Duty 4 : Supports the medical group's responsibilities related to the Clinically Integrated Network (CIN).

Duty 5 : Prepares letters, memorandums, and reports to the board of trustees, medical staff, and hospital staff. Constructs letters as appropriate for the executive signature.

Duty 6 : Retrieve, maintain, and interpret data to present in a usable form for key stakeholders and governance committees.

Duty 7 : Maintains files of general correspondence and reports; financial, legal, procedural, and historical matters of the Board of Trustees and Administration correspondence. Maintains files of material sent to or received from local, state, and national organizations, boards, councils, and committees in the health care field.

Duty 8 : Works closely with the executive administrative team to ensure a productive and organized workflow while being a highly resourceful collaborator with the ability to be extremely effective independently.

REQUIRED QUALIFICATIONS

Associate's degree

Positive service-oriented interpersonal and the ability to build relationships with stakeholders, including staff, providers, board members, and external partners.

Effective communication, presentation, and organization skills to perform multiple tasks seamlessly with excellent attention to detail.

Problem-solving with strong decision-making capability.

Proficiency in Microsoft suite (Outlook, Word, Excel, and PowerPoint)

Work variable hours to accommodate early morning and late afternoon meetings.

Proven ability to manage confidential information with discretion.

PREFERRED QUALIFICATIONS

Bachelor's Degree

Experience providing high-level support to senior management.

Medical terminology

Project Management education and skills

PHYSICAL DEMANDS

This position requires a full range of body motion with intermittent activities in lifting, bending, and squatting. This position does require the employee to sit for six hours and walk for one hour a day. The associate must be able to lift ten (10) pounds and reach work above the shoulder. The individual must have corrected vision and hearing in the normal range and have excellent eye / hand coordination. Associates must have excellent verbal communication skills to communicate with management, employees, and physicians.