Sr. Executive Administrative Assistant

Job Title: Sr. Executive Administrative Assistant

Division: Corporate FLSA: Exempt

Department: Operations

Reports To: Chief Executive Officer Last Updated: March 2026

General Summary:

The Senior Executive Administrative Assistant provides high-level administrative and operational support to the Chief Executive Officer (CEO). This role plans, coordinates, and executes a wide range of administrative and operational activities to ensure the CEO’s priorities and organizational initiatives are carried out efficiently.

The Senior Executive Administrative Assistant serves as a primary liaison between the CEO and internal and external stakeholders, ensuring effective communication and coordination across the organization. This position plays a key role in organizing critical information, prioritizing issues, and supporting decision-making.

The individual in this role models professionalism and excellence in communication with hospital leadership, system service line leaders, Board members, and other key organizational partners. The position also provides personal administrative support to the CEO, including management of business travel, personal travel arrangements, and event coordination.

Essential Duties and Responsibilities:

Executive Administrative Support

• Manage a broad range of administrative responsibilities to support the CEO, including preparing complex reports, presentations, correspondence, and documentation.
• Collect, organize, and prepare materials and information for meetings with internal staff, external partners, and stakeholders.
• Maintain confidential records, contact lists, and documentation.
• Coordinate travel arrangements, expense reports, and mileage reimbursements for the CEO.
• Maintain an organized documentation and filing system.

Communication & Executive Liaison

• Serve as the primary point of contact for matters pertaining to the CEO, including highly confidential or sensitive communications.
• Evaluate and prioritize requests, determine appropriate responses, and route issues accordingly while exercising sound judgment consistent with the CEO’s leadership style and organizational policies.
• Maintain professional communication with hospital leadership, system service line leaders, and other key partners.

Calendar & Executive Coordination

• Provide sophisticated calendar management for the CEO, including prioritizing appointments, resolving scheduling conflicts, and ensuring efficient time management.
• Proactively prepare the CEO for upcoming commitments, meetings, conferences, and presentations.
• Anticipate needs and ensure necessary materials and information are available in advance.

Leadership & Operational Support

• Coordinate Executive Team meetings, retreats, and organizational events.
• Support staff meetings and organizational initiatives as requested.
• Assist with the completion of projects by coordinating tasks and delegating work to appropriate team members on behalf of the CEO.
• Provide administrative support for Pioneer programs to fulfill commitments outlined in agreements with affiliated facilities and institutions.
• Participate in Pioneer administrative meetings.

Board of Directors Support

• Serve as liaison to the Board of Directors and provide administrative support for board-related activities.
• Coordinate all logistics for Board meetings and events including scheduling, agenda preparation, and meeting materials.
• Compile and distribute board presentations and documentation.
• Record and maintain official meeting minutes on behalf of the Board Secretary.
• Ensure compliance with bylaws and governance requirements related to board operations.

Vendor & Event Coordination

• Assist with the selection and coordination of vendors for equipment, services, and supplies.
• Provide event planning and hospitality support for executive meetings, guests, and organizational events.
• Help maintain a professional and welcoming environment for all visitors and stakeholders.

Additional Responsibilities

• Support day-to-day administrative functions across the organization as needed.
• Perform other duties and special projects as assigned to support the overall mission and operations of the organization.

Knowledge, Skills, and/or Abilities Required:

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

· Minimum 5 years of experience in healthcare operations or executive administrative support, preferably within a group practice or healthcare environment.

· Working knowledge of practice management systems and healthcare operational workflows.

· Strong leadership, organizational, and interpersonal skills.

· Ability to interpret and analyze operational data and reporting.

· Exceptional planning, time management, and organizational abilities.

· Self-directed with the ability to manage multiple priorities simultaneously.

· Proficiency in Microsoft Office applications including Word, Excel, Visio, and PowerPoint.

· Ability to train, guide, and support staff on processes and workflows.

· Excellent written and verbal communication skills.

· Strong presentation and interpersonal communication abilities.

· Demonstrated discretion and ability to handle confidential information.

· Highly strategic, detail-oriented, and process-focused.

· Strong emotional intelligence (EQ) and adaptability.

· Ability to coordinate teams, motivate staff, and manage competing priorities effectively.

Education/Vocational/Previous Experience Recommendations:

· Bachelor’s degree in Business Administration, Management, Healthcare Administration, or related field required.

· Master’s Degree in Healthcare Administration (MHA) or Business Administration (MBA) preferred.

Working Conditions:

· Remote / Virtual Office-Based Position

· Travel Requirement: 20% travel to the Tampa Bay Area and Sebring.

Pay: $85,000.00 - $90,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: Hybrid remote in Temple Terrace, FL 33637