Executive Administrative Assistant

POSITION PURPOSE:

The Executive Administrative Assistant (EAA) reports to the Chief Executive Officer (CEO) and is responsible for providing senior level office management and clerical services for the CEO and administration departments. The EAA also serves the Board of Directors and Medical Executive Committee as directed by the CEO and works with the Chief of Staff and Chief Nursing Officer (CNO) in coordinating Medical Staff activities. The EAA serves as an essential link and resource between senior management and medical staff to coordinate the operational processes and ongoing credentialing, privileging, and medical staff governance functions of Kahuku Medical Center.

ESSENTIAL FUNCTIONS:

• Manage CEO communications, including phone calls, mail, and correspondence, and prepare reports, memos, and confidential documents as needed.
• Maintain CEO’s calendar, coordinate travel and lodging, and prepare information for meetings and discussions.
• Maintain corporate and administrative files, ensuring accuracy and accessibility for contracts, policies, governance documents, and credentialing records.
• Schedule, prepare agendas, and distribute notices for Board of Directors, committees, and administrative meetings.
• Record, transcribe, and circulate meeting minutes and committee reports to ensure timely follow-up and documentation.
• Assists the medical staff support function per KMC Medical Staff By laws, including overall coordination of credentialing, privileging, and committee processes.
• Schedule, prepare agendas, take minutes, and prepare summary reports for medical staff committees, ensuring timely follow-up and reporting of action items and recommendations.
• Maintain credentialing and privilege databases, generate reports, and support clinical privilege development and compliance tracking (OPPE/FPPE).
• Advise medical staff and leadership on regulatory compliance, by laws, and organizational policies, escalating issues to the CEO, Chief Medical Officer, Chief Operating Officer, or Chief Nursing Officer as appropriate.

ADDITIONAL RESPONSIBILITES:

• Maintains skills and enhances knowledge through participation in educational programs, reading literature, attending workshops, and maintains affiliation with profession’s organization as applicable.
• Performs other duties assigned by CEO.

JOB QUALIFICATIONS:

Required:

• Associate’s degree in human services, medical field, or related discipline, OR

Three to five years’ medical office management experience required

• Strong communication, organizational, and time management skills, with the ability to prioritize tasks, work efficiently within defined parameters, and ensure attention to detail.
• Proficient in office software, with the ability to collaborate effectively within a team, manage multiple tasks, and meet deadlines.

Preferred:

• Bachelor’s degree human services, medical field, or related discipline.
• Experience in an administrative medical office position.Knowledge of hospital operations.
• One year experience working with senior management.

WORKING CONDITIONS/ PHYSICAL REQUIREMENTS:

• Office-based role within a hospital environment.
• Regular working hours with occasional flexibility required for trainings or events.
• Must be able to sit, stand, and use a computer for extended periods.
• High concentration, attention to detail, and focus, with the ability to work independently, stay results-driven, and manage multiple tasks in a fast-paced environment.
• Clear, direct communication with supervisors, employees, department heads, medical staff, and board members, maintaining professionalism and approachability in all interactions.
• Active listening and team collaboration, resolving issues promptly and persuasively communicating in both positive and negative situations.

DISCLAIMER: This job description may not comprise all duties that may be required to be performed. Management reserves the right to amend as needed.