Executive Assistant

POSITION SUMMARY:

The Executive Assistant role provides comprehensive administrative support to four key hospital leaders, managing daily business operations, communications and coordination both internally and externally. We seek a collaborative team player who is proactive, detail-oriented, and highly accountable. A high degree of professionalism is essential, as this individual will engage with senior leaders internally and externally. Exceptional organizational and communication skills are a must. Given the nature of handling highly confidential and proprietary information, sound business judgement and a high level of discretion are also critical.

Position: Executive Assistant

Department: Inpatient Operations

Schedule: Full Time

ESSENTIAL RESPONSIBILITIES / DUTIES:

Drives a broad variety of administrative tasks that facilitate the executives' ability to effectively lead the organization, and their respective teams as outlined below

• Calendar management: Schedules meetings, tracks responses; maintains and coordinates each executive's complex schedule, including meetings with internal and external stakeholders; prioritizes conflicting demands and ensures timely attendance and preparation

• Correspondence and communication: Manages incoming and outgoing communications by composing and preparing correspondence; handles inquiries with professionalism and discretion

• Administrative support: Provides general administrative support including submitting expense and mileage reports, processing invoices, managing timecard approvals, and other ad hoc tasks as to ensure smooth operations. Assists with troubleshooting any technical issues requiring IT support

• Meeting management: Solicits meeting materials and agendas in a timely fashion; coordinates audio-visual and technology requirements, orders catering services, prepares accurate and professional information packages for meetings and ensures timely distribution, as needed

• Document management: Maintains confidential documents, files, and records to ensure accurate organization, version control, and accessibility. Updates contact lists and office documentation. Designs and produces documents, reports, and presentations, as needed

• Office management: Supports the office floor, orders supplies, coordinate with other departments regarding logistical matters (e.g. scheduling, parking, facilities and IT requests), handles telephone calls and other correspondence (e.g. Teams, email) in a professional, courteous speaking manner; determines nature of all calls and initiates appropriate response

• Evaluates, develops, and revises administrative systems in order to improve efficiency

• Performs other duties as assigned or as necessary

JOB REQUIREMENTS:

EDUCATION:

• Bachelor's Degree in a related field is required, or a combination of additional experience and training will be considered

EXPERIENCE:

• Three to five years of experience in progressively more responsible positions in office administration with a high proficiency using Microsoft Office applications (OneDrive, Word, Excel, and PowerPoint)

• 1-2 years professional work experience with project management, data management, or related experience highly preferred

KNOWLEDGE AND SKILLS:

• Excellent written and verbal communication, and organizational skills 

• Skill interpreting Corporate and Departmental policies and procedures

• Ability to coalesce teams and organize schedules and meetings

• Ability to manage multiple, simultaneous, and complex tasks and projects under pressure

• Demonstrated ability to maintain confidentiality and composure under pressure

• Ability to adapt to changes as needed in a fast-paced environment

• Ability to prioritize, be resourceful and work independently with minimal supervision

Equal Opportunity Employer/Disabled/Veterans

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