Executive Assistant, Hospital Administration

• Knowledge, Skills, and Abilities:

• Anticipates the needs of executive(s) and proactively identifies priorities, next steps, and potential challenges.

• Maintains confidentiality of sensitive matters related to the hospital executive office.

• Exercises independent judgment, discretion, and initiative with minimal supervision.

• Establishes priorities, manages competing demands, and maintains accurate records/data.

• Demonstrates knowledge of and compliance with organization policies and practices.

• Manages time effectively to meet deadlines and coordinate multiple tasks while working with frequent interruptions.

• Prepares executive-ready correspondence, reports, presentations, agendas, minutes, and other materials using excellent composition, grammar, and spelling.

• Communicates professionally and effectively with all levels of leadership, physicians, staff, board members, community partners, and external stakeholders.

• Applies knowledge of healthcare operations, hospital regulatory requirements, compliance expectations, and confidentiality standards.

• Applies best practices related to meeting planning, agenda development, distribution of meeting materials, communication, approvals, and follow-up processes.

• Demonstrates excellent organizational, critical thinking, time management, and project management skills.

• Develops trusting relationships with organization and hospital leaders, colleagues, physicians, and external partners.

• Uses Microsoft 365, Outlook, Teams, SharePoint, Excel, PowerPoint, organization-approved software applications, and AI-enabled productivity tools proficiently and responsibly.

ESSENTIAL DUTIES:

1. (40%) - Provides high-level, confidential executive administrative support and coordinates complex executive office workflows.

• Serves as a liaison between the Vice President(s), leadership teams, hospital administrative staff, medical staff, board members, donors, visitors, colleagues, and external partners to communicate messages, schedule meetings, disseminate information, and maintain positive working relationships with those who contact the hospital executive and foundation offices.
• Supports the Vice President(s) by maintaining organized workflows, timely responses, and effective follow-through throughout assigned areas of responsibility.
• Takes initiative in preparing routine correspondence, reports, presentations, meeting agendas, memoranda, and other executive materials as directed, using sound judgment to draft responses for review and distribution.
• Communicates the Vice President's perspectives on policies or issues, as directed, using judgment, discretion, and confidentiality.
• Provides confidential administrative coordination for performance review and Human Resources-related processes as directed by the Vice President(s), including gathering materials, tracking deadlines, preparing documentation, and facilitating workflow in accordance with organizational policies.
• When the Vice President(s) is unavailable, exercises judgment to determine when concerns should be referred to other leadership personnel for timely follow-up and resolution.

2. (40%) - Coordinates meetings, presentations, calendar management, travel arrangements, and executive logistics.

• Provides oversight of complex executive calendars, proactively managing frequent adjustments, prioritization needs, and meeting rescheduling when necessary.
• Ensures appropriate agendas, materials, supporting documents, approvals, and background information are prepared and available for meetings.
• Takes initiative in planning, drafting, and organizing materials for leadership, board, committee, and other executive meetings.
• Coordinates travel arrangements including transportation and room arrangements as required.
• Prepares and reconciles expense reports in a timely manner.
• Manage and approve timecards of Vice President's direct reports.
• Takes meeting minutes as specified by the Vice President(s) using discretion and expertise to ensure only pertinent information is included in the final minutes while always maintaining confidentiality. Arranges for any follow-up action items.

3. (10%) Composes executive correspondence, prepares reports, and supports special projects.

• Collects and researches information from various sources for reports, meeting preparation, decisions, and executive follow-up.
• Uses initiative and sound judgment to compose responses to routine correspondence for review and distribution.
• Obtains information from organization leaders and stakeholders for use by the Vice President(s).
• Supports executive-sponsored projects by collecting, researching, and analyzing information; tracking deliverables; monitoring timelines; coordinating stakeholder input; and ensuring timely follow-up on action items.
• May prepare various reports for the Vice President's review and approval.
• Assists with Joint Commission or regulatory survey preparations, documentation, and requests.
• Receives and triages questions, concerns, or complaints from patients, families, and other stakeholders; gathers relevant information and routes matters to the appropriate leader or department for review, response, and follow-through
• Communicates pertinent information to the Vice President(s) or appropriate department leader

4. (10%) Manages daily executive office activities.

• Opens, screens, prioritizes, and routes incoming mail and communications, determining which items should be directed to the Vice President and which may be delegated to other colleagues for action.
• Receives and screens telephone calls from colleagues, board members, medical staff, and visitors. Answers routine and specific questions when appropriate and routes inquiries to the appropriate department or leader for information or resolution.
• Participates in shared office responsibilities with other Executive Assistants to maintain a smooth, efficient, and highly responsive executive office.
• Maintains organized electronic files, records, approvals, and confidential materials in accordance with organizational practices.