Administrative Assistant, Executive

POSITION SUMMARY:

The Executive Administrative Assistant provides high-level administrative and organizational support to senior leaders, ensuring the smooth and efficient operation of daily executive functions. This role is responsible for managing calendars, scheduling meetings, coordinating travel, preparing correspondence and presentations, and maintaining confidential files and records. The Executive Administrative Assistant serves as a primary point of contact for internal and external stakeholders, demonstrating professionalism, attention to detail, and discretion in all interactions.

ESSENTIAL FUNCTIONS: To perform this job, an individual must perform each essential function satisfactorily with or without a reasonable accommodation.

• Provide high-level administrative assistance for all procedures, tasks, and activities associated with executive operations.

• Support one or more executives, often coordinating closely with other administrative professionals.

• Manage executive calendars with precision-scheduling meetings, resolving conflicts, and ensuring appropriate time allocation.

• Coordinate and support activities such as leadership meetings, team events, and conferences.

• Perform general administrative functions including greeting visitors, screening calls, managing correspondence, and maintaining office organization.

• Plan and execute high-level meetings and offsite events, including scheduling, agendas, logistics, and catering.

• Copy, scan, file, and track business documents; maintain organized filing systems (digital and paper).

• Handle confidential and sensitive information with discretion and professionalism.

• Make travel arrangements and manage related itineraries and expense reporting for senior leadership.

• Prioritize incoming correspondence, responding as appropriate and escalating urgent matters to executives as needed.

• Draft and format correspondence, meeting minutes, and other written communications.

• Serve as a liaison between executive leadership and internal/external stakeholders, ensuring clear and timely communication.

• Prepare presentations, reports, and other materials based on general guidance from leadership.

• Review presentation materials to ensure accuracy and readiness for delivery.

• Support budget tracking and expense management processes as requested.

• Greet and provide general support to visitors, vendors, and internal team members.

• Develop, implement, and improve administrative processes to enhance efficiency and consistency.

• Manage departmental projects, monitor progress, and ensure deadlines are met.

• Maintain regular and reliable attendance.

• Perform other duties as assigned.

Additional Information:

• Position serves both internal co-workers and external customers, clients, patients, contractors, and vendors.

• Access to and/or works with sensitive and/or confidential information.

• Exhibit an understanding of healthcare regulatory and compliance (e.g., HIPAA). Skilled in the application of policies and procedures. Knowledge of Business Office Standards and Recommended Practices.

KNOWLEDGE, SKILLS & ABILITIES: The requirements listed below are representative of the knowledge, skills and/or abilities required.

Education: High School Diploma or GED equivalent; Associate's Degree preferred.

Experience: Minimum 7 years administrative experience.

Skills and Abilities:

Business Mathematical Skills -- Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rates, ratios, and percentages and to draw and interpret graphs.

Moderate Computer Skills - Frequent use of electronic mail, word processing, data entry, spreadsheets, graphics, etc. Ability to create, maintain and incorporate simple functions into documents, spreadsheets, databases, and presentations to support business objectives.

Moderate Communication - Regularly uses moderately complex oral and written skills. May train others in functional areas, interact with others and make presentations to department or middle management.

Routine Business Problems - Problems encountered are routine, somewhat repetitive and generally solved by following clear directions and procedures.

Job Specific Impact -- Decisions generally affect own job or assigned functional area.

Independent Judgement -- Results are defined; sets personal goals and determines how to achieve results with few or no guidelines to follow; supervisor/manager provides broad guidance and overall direction.

Project Planning/Organization - Handle multiple projects simultaneously including task delegation, project oversight, and resource allocation.

PHYSICAL AND MENTAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job responsibilities.

While performing the duties of this job, the employee is occasionally required to stand; walk; sit for extended periods of time; use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, bend, crouch or crawl; talk or hear; taste or smell. The employee must occasionally lift and/or move up to 20 pounds. Repetitive motion of upper body required for extended use of computer. Required specific vision abilities include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

WORK ENVIRONMENT AND TRAVEL REQUIREMENTS:

Work environment characteristics described here are representative of those that an employee may encounter while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job responsibilities.

Works in well-lit, ventilated and climate-controlled office environment with routine office equipment; some equipment has moving mechanical parts.

In hospital environment, may be exposed to hazards and unusual elements, which may include but are not limited to bloodborne pathogens and / or contagious illnesses, toxic chemicals, and biohazardous materials which may require extensive safety precautions and the use of protective equipment.

Noise level in the work environment is typical for an office and/or hospital environment.

Minimum overnight travel (up to 10%) by land and/or air.