Executive Assistant, Board & Legal

Summary

Mercy is an organization seeking an Executive Assistant to support its General Counsel, Legal/Compliance/Internal Audit department, and Board of Trustees. The role provides executive administrative support, coordinates board and committee activities, manages records and meeting materials, and communicates with executives, trustees, and community stakeholders.

Responsibilities

• Coordinates projects and provides executive administrative support to the General Counsel and the Legal/Compliance/Internal Audit department
• Manages calendar for General Counsel and schedules meetings and appointments
• Monitors Mercy’s Compliance Hotline and transcribes messages
• Facilitates the smooth flow of accurate communication intradepartmentally, interdepartmentally and externally
• Tracks Board and Committee membership and terms
• Creates master Board and Committee meeting schedule and annual calendar. Sends meeting invitations to trustees, executives and assistants
• Reserves and sets up meeting rooms and coordinates audio/visual equipment and catering. Facilitates speaker presentations
• Serves as administrator for BoardEffect and provides training on BoardEffect, standards of work and consistency in board materials
• Coordinates Board and Committee meeting books and materials. Posts agendas and other meeting documents to BoardEffect
• Prepares for the Board’s Annual Meeting, including sending notification of annual board meetings two weeks in advance
• Maintains electronic files of all articles and bylaws, board books, charters and workplans
• Coordinates special events (board retreat, recognitions and emeritus events)
• Coordinates annual Conflict of Interest forms with General Counsel
• Distributes publications to Board
• Addresses internal requests for board information
• Manages electronic devices for board members (iPads)
• Manages access for and use of Neuhaus Boardroom
• Takes minutes at Board, Committee and departmental meetings
• Greets and directs customers, patients, physicians, community leaders, Board members, general public, staff and visitors
• Follows Mercy's safety guidelines, carries out job-specific safety duties and responsibilities, and promptly reports any unsafe conditions, situations, incidents and injuries

Skills

• Proficient in Microsoft Office products including MS Word, Excel, PowerPoint, Outlook and Internet research skills
• Proficient in Board Effect or other electronic board portal product
• Operates normal office equipment, e.g. fax machine, multi-line telephone system and copier/scanner
• Excellent written and verbal communication skills that include grammar, spelling, punctuation and proofreading
• Excellent public relations, human relations and conflict resolution skills - exemplifies The Mercy Touch
• Excellent organizational, time management and analytical skills
• Demonstrates project coordination
• Critical thinking and attention to detail. Exhibits good judgment
• Identifies quality improvement opportunities
• Manages confidential information with discretion and diplomacy
• Commitment to life-long learning, e.g., willingness to learn/upgrade skills related to duties
• Ability to communicate effectively and professionally with hospital staff, physicians, Board members, community leaders and the general public
• Flexibility and dependability, works well with a wide variety of individuals and leadership styles
• Ability to work with minimal to no supervision
• Initiative-taker; ability to initiate projects, plan own activities and make decisions within the framework of the responsibility and authority of the job
• Minimum of four years administrative/executive assistant experience required
• Light: Exert up to 20 lbs. of force occasionally and/or up to 10 lbs. of force frequently
• Previous experience providing Board administration preferred
• Previous experience working with CEO and executive team preferred
• Associates degree or higher preferred

Qualifications

Must Haves

• Proficient in Microsoft Office products including MS Word, Excel, PowerPoint, Outlook and Internet research skills
• Proficient in Board Effect or other electronic board portal product
• Operates normal office equipment, e.g. fax machine, multi-line telephone system and copier/scanner
• Excellent written and verbal communication skills that include grammar, spelling, punctuation and proofreading
• Excellent public relations, human relations and conflict resolution skills - exemplifies The Mercy Touch
• Excellent organizational, time management and analytical skills
• Demonstrates project coordination
• Critical thinking and attention to detail. Exhibits good judgment
• Identifies quality improvement opportunities
• Manages confidential information with discretion and diplomacy
• Commitment to life-long learning, e.g., willingness to learn/upgrade skills related to duties
• Ability to communicate effectively and professionally with hospital staff, physicians, Board members, community leaders and the general public
• Flexibility and dependability, works well with a wide variety of individuals and leadership styles
• Ability to work with minimal to no supervision
• Initiative-taker; ability to initiate projects, plan own activities and make decisions within the framework of the responsibility and authority of the job
• Minimum of four years administrative/executive assistant experience required
• Light: Exert up to 20 lbs. of force occasionally and/or up to 10 lbs. of force frequently

Nice to Haves

• Previous experience providing Board administration preferred
• Previous experience working with CEO and executive team preferred
• Associates degree or higher preferred