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Executive Assistant

Company: Aspen Valley Hospital
Location: Aspen
Posted on: September 7, 2021

Job Description:

Company Overview:

Embrace the adventure of a career at Aspen Valley Hospital. Aspen Valley Hospital is a twenty-five-bed community hospital that represents the best of two worlds - the warmth and friendliness of a small town and the technical expertise of a major medical center. Our award-winning hospital, nestled in the heart of Aspen, CO, includes a team of more than 500 people dedicated to making a difference for our patients, families, and community. Nationally we are recognized for providing some of the most exceptional patient care of any hospital across the country.

This Position Offers:

Highly competitive pay, great work/life balance via a Mon-Fri schedule, comprehensive benefits package (including generous PTO, health insurance within your first 30 days, retirement), and much more.

Job Overview:

Serves as executive assistant for the AVH Board of Directors, the CEO, and the Executive Team. Performs a wide variety of administrative duties for the Chief Executive Officer and other members of the Executive Team, including production of administrative communications and supervision of the administrative offices. Acts as District Secretary and District Election Official and serves as administrative liaison with employees, volunteers, patients, community members, and various public and external agencies.

Primary Scope of Responsibilities:

  • Serves as District Secretary to the Aspen Valley Hospital District Board of Directors; prepares all agendas, reports, PowerPoint presentations, correspondence, Board packets (Executive Session, Open Session, special session and media related article and advertising packets), resolutions, minutes, and any and all related materials to disperse to Board members and Executive Team prior to all Board scheduled and special meetings; prepares and posts all notices and agendas for all scheduled and special Board meetings and work sessions; scheduling, organization and preparation for any and all other Board related meetings as requested and required; serves as liaison for the AVH Board.
  • Serves as District Election Official for the Aspen Valley Hospital Special District for any and all AVH elections as specified by State statutes; distributes appropriate annual information to the State of Colorado per State statutes; supervision, coordination, scheduling, meeting deadlines and organization of November and May special district elections; communication and liaison with AVH Board, ET, community, County and State officials and election candidates; supervision, collection, preparation, organization, coordination, publishing and filing of all County and State required documents for special district elections; supervision and organization of resolution process; responsible for researching, understanding and complying with all special district regulations and processes; responsible for certification of all ballot content; responsible for ordering, collection, review, research, compilation, certification and filing of voter registration and property owner lists with County and State officials; responsible for researching, nomination, appointment and supervision of Election Judges for AVH District elections; responsible for supervision, coordination, collection, printing, mailing and counting ballots for elections; responsible for all election follow-up with County and State officials.
  • Provides assistance to the Chief Executive Officer and the Executive Team as needed. Responsibilities include: administration and editing of administration call schedules; preparation, communication, organization, coordination, scheduling, agendas, presentations, minutes and follow-up for all meetings, department managers and various AVH committees; Administration office management, purchasing and reception; provides Notary services for AVH.
  • Manages calendar for AVH Conference space: Administration, Oden A, B & C. Resolves schedule conflicts and ensures room bookings are up to date. Works with the HR Coordinator on conference room needs and scheduling back-up.
  • Coordinates work related travel arrangements for hospital employees, medical staff, and consultants, as per the Continuing Education Committee, department managers and administration.
  • Represents administration as a dedicated, courteous, and responsive resource that fields patient and community inquiries, provides assistance and involves hospital personnel as necessary.
  • Accurately records minutes; maintains correspondence and the official records of the hospital district.
  • Coordinates communications of Administration office, including the review and screening of visitors and telephone calls; exercises prudent judgment in assisting or appropriately directing inquiries records accurate messages as necessary. Produces general administrative communications.
  • Acts as liaison with employees, physicians, outside agencies and/or consultants for the Administrative Team.
  • Coordinates meetings for the Board of Directors, Audit Committee, and other ad hoc Board committees as necessary.
  • Coordinates meetings for the Board, Executive Team, Department Managers and AVH Committees. Prepares and/or develops agendas and materials; records minutes as necessary; maintains official record of agenda items; initiates reminders to confirm attendance and coordinates conference room scheduling.
  • Completes miscellaneous administrative projects assigned by the CEO, Executive Team and Department Managers and various departments as needed.
  • Coordinates mail room needs including mail distribution, equipment functionality and that the postage meter has sufficient funds. Coordinates contract repair work for administrative equipment and copy/mail room.
  • Verifies and authorizes payment of invoices from external sources for items related to position, i.e., travel and lodging, conference registration invoices, publications, and materials ordered for Board and Administration.

Minimum Qualifications & Requirements:

  • 5 years of administrative experience required / Executive Assistant experience preferred.
  • Notary certification within six months of hire
  • Strong attention to detail required
  • Computer proficiency required (Windows, Microsoft Office Suite, typing, etc)

Benefits & Compensation:

Our hire-in rates of pay are based on years of relevant experience. Listed below are our hire-in rates for the position, which includes: minimum pay (no relevant experience) and mid-point (12 or more years).

Minimum = $30.69/hr

Mid-Point = $39.93/hr

Our comprehensive benefits package includes generous paid time off, health insurance within your first 30 days, retirement, and much more can be viewed here.

Keywords: Aspen Valley Hospital, Aspen , Executive Assistant, Other , Aspen, Colorado

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