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Executive Administrative Assistant

Job Description

Our Core Values:

The culture at Prism Health North Texas is built on our shared Core Values. We make hiring, firing, promotion and performance review decisions based on these values and behaviors, so it is important that you also share these Core Values:

We are solution seekers.
We have a can-do attitude.
We are mission driven.
We care about people.

The Executive Administrative Assistant (EAA) provides high-level, confidential administrative support to the Chief Medical Officer (CMO) and serves as a key administrative partner to the Chief Clinical Officer (CCO) and Chief Pharmacy Officer (CPO). This role requires exceptional communication, organizational, and time‑management skills, along with the ability to balance multiple priorities in a fast‑paced executive environment.

The EAA is expected to work independently with minimal direction and to exercise sound judgment when handling sensitive information, complex scheduling, executive correspondence, and operational logistics. By ensuring efficient administrative coordination and anticipating the needs of executive leadership, the EAA enables senior leaders to focus on strategic initiatives and organizational priorities.

Responsibilities

Essential Duties and Responsibilities:

Organizes and maintains the CMO and CPO's schedules, including coordinating meetings, speaking engagements, conferences, teleconferences, and travel arrangements.
Prioritizes their commitments and ensures effective time management.
Performs administrative duties to assist the CMO, CCO, and CPO in their roles, including communicating and corresponding with key stakeholders (e.g., board members, provider candidates, department heads).
Manages confidential information with discretion and professionalism.
Manages time and attendance data entry and accuracy for assigned executives.
Consolidates and submits monthly expense reports for the CMO, CCO, and CPO to ensure timely processing and adherence to financial policies.
Plans, coordinates, and manages daily administrative functions, ensuring a smooth workflow and alignment with the organization’s core values, including delivering an excellent guest and patient experience.
Provides support as needed to the larger team and collaborates with different departments to keep processes running efficiently.
Assists with responsibilities related to clinical operations oversight. This includes internal and ongoing reporting, maintaining provider records, tracking metrics, and corresponding with clinical staff.
Manages and coordinates the annual on-call schedule for physicians, ensuring proper coverage and communication of duties.
Provides backup coverage for corporate administrative functions as needed to ensure continuous office operations.
Flexibility in handling other duties as assigned, depending on organizational needs, or changing priorities.

Skills & Qualifications

Required Knowledge, Skills and Abilities:

Proficiency in programs such as Microsoft Word, Excel, PowerPoint, TEAMS, and Outlook.
Familiarity with scheduling tools and systems to streamline executive schedules.
Strong organizational skills with the ability to perform and prioritize multiple tasks seamlessly while maintaining a high level of diligence.
Ability to independently manage time, projects, and priorities effectively.
Ability to work outside standard business hours on occasion, based on organizational needs.
Very strong interpersonal skills with the ability to build and maintain relationships with a diverse range of stakeholders.
Excellent verbal and written communication skills, with the ability to write effectively in all forms of written communication with minimal oversight.
Ability to engage diplomatically and professionally with staff at all levels.
Strong critical‑thinking skills with close attention to detail to ensure timely and accurate issue resolution.
Must manage sensitive information with discretion and uphold the highest standards of confidentiality when managing internal and external matters.
A proactive and self‑motivated individual who anticipates the needs of executives.
Adaptable and able to thrive in a dynamic work environment, adjusting to shifting priorities and demands.
A professional demeanor, focused on delivering high-quality administrative support and ensuring the smooth operation of the office.

Education and Experience:

A High School diploma or equivalent is required. An associate degree is preferred, while a bachelor’s degree is highly preferred.
Five to seven years of experience supporting C‑level executives is required. Experience in healthcare and/or nonprofit organizations is preferred.
Proven experience as a Senior Executive Assistant or Executive Administrative Assistant in demanding environments.

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