Executive Assistant

The Executive Assistant (EA) is a key driver of the Hospital Administration's overall operations and effectiveness. The EA delivers executive-level administrative support to the COO and senior leadership, with a primary emphasis on COO-related priorities. This individual will use their people and project management skills to increase the impact of the COO and other senior leaders within a community-based healthcare organization. Partners with the COO to stay current on business needs and supports the COO in efforts to advance strategic business priorities. Produces clear and effective presentation materials, organizes, and coordinates cross-organizational functions with operations staff, analyzes data, researches benchmarks, creates necessary reports, monitors deliverables, ensuring follow-through on the part of key players, and sustains momentum needed to drive initiatives and manages numerous files and databases with exceptional attention to detail. Uses business knowledge, innovative thinking, and sound judgment in the solution of problems or the pursuit of new opportunities. Models and acts in accordance with the Organization’s guiding values and mission. Coordinates the scheduling of meetings for the COO and other senior leaders in the completion of position-related tasks. The EA coordinates a wide range of complex and confidential administrative duties with discretion and independent judgment.

This role supports the COO in working and communicating effectively with internal and external stakeholders, including but not limited to patients, patient family members, team members, physicians, other health systems executives, administration, vendors, state elected officials, regulators, volunteers, local government representatives, executives, and other customers.

1. Meeting scheduling, preparation and follow up: reviewing upcoming meetings/events to ensure the COO and other senior leaders have all the information needed to be as productive/prepared as possible, preparing, and distributing agendas or documents to meeting attendees as necessary, capturing minutes and key discussion items when necessary, tracking follow-up items, and monitoring timely completion of same.
2. Monitor and track meeting cadence within context of larger organizational plans to achieve completion of goals and priorities on time. Reporting by exception past due items, those falling short of plans or items with risk or increasing complication.
3. Acts as a gatekeeper, ensuring a COO involvement in a project or decision-making process is appropriate.
4. Organizes files and reports for the COO and other senior leaders.
5. Maintains accurate confidential files and data records and retains data and information in the strictest confidence.
6. Other duties and projects as assigned.

• Bachelor’s Degree required.
• Notary Public License Preferred
• Project Management Certificate Preferred

EXPERIENCE:

• Five+ (5+) years in an administrative role in hospital/healthcare or other comparable administrative role in business, biology, technology, or medicine strongly preferred.