Executive Assistant - Hospital

Position Overview:

This role supports a central administrative leadership team within a large, complex organization. The Executive Assistant will manage executive calendars, coordinate logistics, support meetings and events, and handle a variety of administrative functions critical to daily operations.

Key Responsibilities:

• Manage complex calendars and scheduling priorities for executive leadership
  
• Coordinate day-to-day activities and ensure executives are informed of commitments and obligations
  
• Arrange meetings with internal leaders and external partners
  
• Review and prioritize incoming communications and determine appropriate actions
  
• Conduct research and prepare materials, including presentations and reports
  
• Provide front desk coverage, including greeting visitors and managing incoming calls
  
• Handle incoming and outgoing mail distribution
  
• Assist with planning and execution of events, including logistics, catering, and scheduling for visiting guests
  
• Coordinate and support executive-level meetings, including agenda preparation, meeting logistics, and documentation
  
• Record meeting notes and track follow-up action items
  
• Set up A/V equipment and prepare materials for hybrid meetings and presentations
  

Additional Responsibilities:

• Coordinate travel arrangements and process expense reports
  
• Reconcile corporate purchasing card transactions
  
• Provide backup support to other senior executives as needed
  
• Contribute to overall administrative team efforts and office operations
  

Required Qualifications:

• Proficiency in Microsoft Office applications
  

Experience Requirements (one of the following):

• Four (4) years of clerical/secretarial experience, including at least one (1) year supporting a senior-level executive
  
• OR
  
• Associate’s degree or certificate in office occupations/technology and three (3) years of secretarial experience
  

OR

• Bachelor’s degree and two (2) years of secretarial experience
  
• Additionally:
  
• At least one (1) year of full-time experience supporting senior management at a high-performance level is required
  
• Relevant coursework or training in office occupations/technology may substitute for up to one (1) year of experience
  

Preferred Skills & Attributes:

• Exceptional organizational and time management skills
  
• Strong customer service mindset with responsiveness to time-sensitive requests
  
• Ability to manage multiple priorities in a fast-paced environment
  
• High attention to detail and accuracy
  
• Professional demeanor and strong interpersonal skills
  
• Ability to handle confidential information with discretion and sound judgment
  
• Self-directed with the ability to work independently with minimal supervision
  

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