• Executive Assistant II

    Posted: 08/21/2023

    Hospice of Southern Illinois is a not-for-profit, free-standing, community-based hospice offering Southern Illinois and St. Louis Metro-East communities a range of services for people of all ages at the end of life. We have been providing compassionate care to terminally ill patients and their families in their home or a home-like setting since 1981. Since that time, we have continued our mission to enhance the quality of life for individuals and their loved ones touched by a terminal illness. Our reputation is a direct result of our desire to do more than what is required or expected. This can be seen in the passion and commitment of our employees and volunteers to provide excellent hospice care through all the services we provide. A career in hospice care at Hospice of Southern Illinois is a calling. Is it calling you? We are currently hiring for the Executive Assistant II position that would be based out of our Belleville, IL office.
    Summary of the Executive Assistant II Position:

    • Assists the President and Chief Executive Officer (CEO) in the coordination of the executive, administrative and Board of Directors’ functions of the Executive office.  Provides assistance as needed to the Chief Financial Officer (CFO) and Chief Clinical Officer (CCO).  Enhances President and CEO’s effectiveness by providing information management support and positive representation of the organization to both internal and external customers.  Provides the necessary secretarial and operational support associated with the function of committees and the Board of Directors. Much of the duties are self-appointed and require a high degree of professional confidentiality, independence, initiative, tact, and self-discipline, mature and independent judgment.  Leadership qualities include adaptability, flexibility, dependability and accountability.  Works with minimal supervision or instruction.  This position reports to the President/Chief Executive Officer.  
    • Full-Time Non-Exempt Position
    • 40 Hours Weekly, Monday-Friday 8:30 A.M. - 5:00 P.M.
    • Hospice of Southern Illinois is certified by the State of Illinois and is in compliance with the registration requirements of the Illinois Equal Pay Act.
    • By applying, you are consenting to be contacted via phone call, text, or email regarding your application for this position.
    • For further information about our company and to apply online, please visit www.hospice.org/careers.
    • For any questions or concerns, please contact HR Generalist Jade Gutierrez at (618) 310-7129 or email jgutierrez@hospice.org  .
    • EOE
    Position Requirements
    1. Education
      1. High school graduate.
      2. Associate Degree desired, but Bachelor’s Degree preferred.
    2. Experience
      1. Advanced training in Microsoft Office Products and general office procedures.
      2. Five years or more performing complex, responsible secretarial and administrative duties or equivalent training/experience.
      3. Experience working with Boards of Directors including taking and transcribing minutes.
      4. Experience with online meetings (i.e. Zoom, GoTo Meeting, etc.).
    3. Other Qualifications
      1.    Keyboard skills with a speed of at least 60 w.p.m.
      2.     Knowledge and proficiency in Microsoft Office products.
      3.     Excellent verbal, proofreading and written communication skills.
      4.     Excellent customer service skills.
      5.     Ability to operate general office equipment (copier, fax, calculator).
      6.    Excellent command of the English language to include spelling, punctuation, and grammar.
      7.    Able to utilize practical math skills.
      8.    Ability to identify, design and contribute to the development of new ideas and approaches that will improve work processes and systems. 
    As an Illinois employer and healthcare organization, Hospice of Southern Illinois complies with all State and Federal regulations, including Illinois Executive Orders. As a result, we require COVID-19 vaccination as a condition of employment unless documentation of a medical or religious accommodation can be provided for review after a contingent job offer has been made.
    Physical Requirements: Performs repetitive tasks.  Exerts up to 20 lbs. force occasionally.  Manual dexterity.  Hears alarm/telephone.  This position requires clarity of vision >20 inches and <20 feet.  Bending at knee and squat-bend flexibility.
    Working Conditions: The Executive Assistant II spends approximately 98% of his/her time in an air conditioned environment with varying exposure to excessive humidity and noise.  The remaining 2% of his/her time is spent in an automobile that may or may not have heat/air conditioning.  The position has minimal potential for exposure to malodorous, infectious body fluids from patients, animal/pet hair, and allergens in the home environment, some exposure to noxious smells from cleaning agents and exposure to communicable diseases.
    Essential Functions
    1. General knowledge of non-profit health care organizational structure.
    2. Serves as principle administrative contact for the department and organization.
    3. Develops, implements and administers departmental procedures.
    4. Prepares and monitors Administration’s budget including tracking, maintaining expenditures, managing President and CEO’s credit card receipts, and account reconciliation.
    5. Handle requests for CFO and CCO as needed.
    6. Manages aspects of the President and CEO’s office i.e. schedules, appointments, meetings, routine correspondence, mail, files, contacts, records, policies, by-laws to ensure organized and effective use of the President and CEO’s time.
    7. Board of Directors’ responsibilities include:  scheduling meetings; establishing quorum; drafts Agendas; transcribes Minutes; maintains terms of appointment; maintains members’ listing; coordinates meetings with prospective members; coordinates orientation of new members including new Executive Committee members; and timely distribution of meeting materials; takes and transcribes Minutes of Finance Committee; coordinates Nominating Committee process.
    8. Ability to research and provide information and input for President and CEO’s projects.
    9. Reviews, assesses, routes, answers and monitors follow up action steps on correspondence.  Gathers and analyzes information required for administrative reporting.
    10. Provides wide range of support including composing and editing letters, memoranda, and reports.
    11. Proofreading of correspondence including letters, press releases, fundraising flyers, brochures, marketing materials and newsletters.
    12. Uses multiple technical applications including word processing, database management, spreadsheets, electronic calendar, and email.
    13. Strong ability to take and transcribe meeting minutes.
    14. Maintains corporate/administration files and organization’s Committee assignment listing.
    15. Acts as a backup for processing contracts for providers and vendors.
    16. Knowledge of parliamentary procedure for Board of Directors’ meetings.
    17. Process President and CEO’s registration for conferences, webinars, and educational sessions.  Coordinate President and CEO’s travel needs.
    18. Liaison to government agencies to ensure smooth application process, etc.
    19. Gathers administrative information for the annual financial audit.
    20. Works in conjunction with HR staff to ensure administrative customer service to internal and external stakeholders.
    21. Intra-personal awareness:  assess, understands and articulates own personal leadership style; flexes behaviors and tries new approaches for greater leadership effectiveness; treats new situations as opportunities for learning and growth.
    22. Communicating with impact:  delivers clear messages appropriate for others understanding; ensures understanding; listens and responds effectively – written and oral; stays composed and navigates the differences for better understanding; provides feedback, receives feedback, and asks for feedback.
    23. Supports, demonstrates and celebrates evidence of Hospice of Southern Illinois core values.
    24. Appropriately manages Paid Time Off.
    25. Other duties as assigned.
     Insurance Information
    • Paid Time Off (PTO)
    • Extended Illness Benefits (EIB)
    • Blue Cross Blue Shield Healthcare Medical Insurance. Company pays 90% of the employee’s health insurance premiums and contributes 15% towards the health insurance premiums for spouses or children.
    • FLEX Spending/FSA for Traditional PPO Health Insurance Plans
    • HSAs for High Deductible Health Insurance Plans with an employer contribution
    • Blue Cross Blue Shield Dental Insurance
    • Monthly Cell Phone Allowance
    • VSP Vision Insurance
    • Mutual of Omaha Basic Life and AD&D insurance (Paid for by the company)
    • Mutual of Omaha Voluntary Supplemental Life Insurance for the employee, spouse, or children
    • Mutual of Omaha Short-Term Disability
    • Mutual of Omaha Long-Term Disability (Paid for by the company)
    • Tuition Reimbursement of $3,500 annually after one year of employment for approved courses.
    • Student Loan Reimbursement of $2,500 annually after one year of employment
    • 403(b) Retirement Plan with a company match up to 3% in 2023.
    • Employee Assistance Program from Mine & Associates
    • McKendree University 10% Tuition Discount
    • Recruitment Referral Reward Program
    • Discounts from select companies (auto, cellphone, etc.)
    • Earn Burgundy Bucks which can be spent on items such as clothing and services in the Employee Portal.
    • Wellness Reimbursement of $200 annually for gym memberships, marathons, and weight loss programs.