Senior Executive Administrative Assistant

BASIC FUNCTION

The Executive Assistant provides crucial high-level administrative support to the senior leadership team and assists with the efficient operation of the organization, performing a wide range of administrative duties, managing complex calendars, coordinates meetings, and maintaining confidential information. This role requires exceptional organizational skills, attention to detail, and the ability to work independently in a fast-paced healthcare environment.

PRIMARY RESPONSIBILITIES AND DUTIES

• Executive Support:
  • Provide high-level administrative support to the senior leadership team, including the CEO, CFO, COO, CMO, CNO, CCO, CHRO, and other key leaders.
  • Manage calendars, schedule appointments, and coordinate meetings, ensuring all necessary materials are prepared and distributed in a timely manner.
  • Prioritize and manage incoming communications (phone calls, emails, mail), responding or redirecting as appropriate.
  • Prepare and proofread correspondence, reports, presentations, and other documents as requested.
• Meeting and Event Coordination:
  • Coordinate and schedule internal and external meetings, including logistics, room bookings, audiovisual setup, and catering arrangements.
  • Prepare meeting agendas, minutes, and action items, ensuring follow-up and timely completion of tasks.
  • Assist in the organization of special events, conferences, and board meetings, coordinating travel arrangements, accommodations, and registration.
• Document and Information Management:
  • Maintain organized electronic and physical filing systems, ensuring documents and records are properly stored and easily retrievable.
  • Manage confidential and sensitive information with discretion, adhering to privacy and security policies and regulations.
  • Assist in the preparation and distribution of board materials, reports, and other important documents.
  • Conduct research, gather data, and compile information to support decision-making and project initiatives.
• Administrative Support:
  • Provide general administrative support to various departments and teams within HealthPoint as needed.
  • Process and track expense reports, purchase orders, and invoices, ensuring accuracy and compliance with financial policies.
  • Assist in the preparation and monitoring of budgets, maintaining financial records, and generating reports as requested.
  • Coordinate and facilitate internal communications, such as staff announcements, newsletters, and updates.
• Office Management:
  • Maintain inventory of office supplies and equipment, monitoring stock levels and placing orders as necessary.
  • Coordinate maintenance and repair requests for office equipment, ensuring a functional and efficient working environment.
  • Assist in the onboarding of new employees, including preparing workspaces, coordinating IT setup, and providing orientation materials.
  • Collaborate with facilities management to ensure the cleanliness, safety, and security of the office environment.
• Relationship Management:
  • Build and maintain positive relationships with internal and external stakeholders, including staff, board members, vendors, and community partners.
  • Serve as a point of contact and liaison between the executive team and internal/external stakeholders, addressing inquiries and requests promptly and professionally.
  • Provide exceptional customer service, demonstrating a helpful and friendly attitude in all interactions.
• Process Improvement:
  • Identify opportunities to streamline administrative processes and improve efficiency, proposing and implementing appropriate solutions.
  • Stay updated on administrative best practices, tools, and technologies, and make recommendations for process enhancements and automation.
  • Participate in organizational projects and initiatives, providing administrative support and contributing to their successful implementation.
• Performs other duties as assigned.
  • Effectively carries out tasks and responsibilities beyond core job duties and primary role. The additional duties may vary from time to time and encompass a wide range of activities that contribute to the overall success of the organization (floating, schedule variations, assisting co-workers, patients, visitors, customers, leaders, and other stakeholders in support of the organization.)