Executive Assistant - Administration - Full Time

About the Job:

To provide high-level support in the day-to-day office operations for Senior Executives, serving as an extension of the Executives in dealing with community leaders, the community at large, the Board of Trustees/ Directors, Medical Staff and all team members within the Elliot Health System.

What You’ll Do:

• Serves as the Executive Assistant to C-suite executives including the Chief Physician Executive, Chief Medical Officer, and the Vice President of Operational Excellence.  Anticipates and addresses the immediate administrative and support needs of the executives.

• Ensures and maintains a high level of communication and coordination related to executives’ schedules, workflow, and general efficiency and production.

• Prepares and facilitates communication to and from the executives’ offices in collaboration with the Vice President of Marketing and Communications. Screens, determines, and follows-up on the appropriate disposition of communications. Consults with and informs appropriate persons of situations requiring attention while exercising sound judgment with a high level of confidentiality and sensitivity

• Maintains executives’ files.

• Manages, tracks, monitors, and follows the progress of projects, action items, and work that generates from the executives’ offices, committees, etc.

• Manages all calendar coordination and scheduling for executives supported and other executives, assuring accuracy and timely input, as well as the preparation and availability of meeting materials.

• Creates presentations, spreadsheets and documents for executives on an array of topics.

• Coordinates regular and special meetings of various groups to include attending and scheduling the meetings, coordinating, preparing and distributing agendas, meeting packets, presentations, and meeting minutes.

• Directs and implements follow-up actions resulting from meeting decisions and ensures compliance with meeting and record keeping requirements in conjunction with executives supported.

• Understands organizational policies and procedures necessary to ensure appropriate decision-making protocols are followed.

• Approves and processes weekly departmental timecards/payroll on behalf of executives.

• Participates in the annual budgeting process for the executive budgets as directed and approves and reviews expenses for executives; coordinates the timely processing of vendor invoices, and check requisitions.

• Coordinates with other organizational leaders to arrange and process attendance at conferences and to facilitate reimbursement for approved activities.

• Ensures that office supplies are purchased and available for executive use.

• Manages special events and projects on behalf of the executives. Initiates and completes all required contracts needed for special events.

• Ensures confidentiality of employee, legal, client/patient, budget and all company matters.

• Supports other Executive Assistants in managing general office functions (meeting and greeting guests, managing the main entrance to the executive suite etc.).

• Serve as the back-up to support the CEO’s Senior Executive Assistant during vacations, etc.

• This position will have regular Board contact and interactions.

Who You Are:

• High School Diploma or GED required.  Bachelor's degree strongly preferred.

• At least five (5) years of successful experience in administrative role supporting leaders typically at the executive level.

• Excellent written and communication skills, with a high level of professionalism and accuracy.

• Ability to multitask in a fast-paced environment.

• Proficient in Microsoft Office products

Why You’ll Love Us:

• Medical, Dental, Vision Benefits starting the 1st of the month following you start date

• Accrued Earned Time

• 403b with matching (fully vested) and discretionary annual core contributions

• Tuition Reimbursement up to $4,000/year for full time coded employees over 30 hours/week