Executive Administrative Specialist - Office of the Chief Executive Officer

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Work Location: onsite

PositionSummary

The Executive Administrative Specialist serves as a trusted member of the Executive Office, providing seamless administrative and operational support to the Office of the Chief Executive Officer. As the primary administrative support to the CEO, this role is responsiblefor managing complex calendars, coordinating travel and meetings, processing expenses, supporting executive events, and ensuring the efficient execution of day-to-day operations. The ideal candidate is highly organized, proactive, detail-oriented, and thrives in a fast-paced environment where discretion, professionalism, and exceptional follow-through are essential.

Key Responsibilities

Executive Office Operations

• Act as the CEO's ambassador, living our DUHS values of teamwork, integrity, diversity, excellence, and safety every day.
• Treat all team members and external constituents with respect and professionalism at all times.
• Demonstrate the courage to challenge the norm, question direction, and recommend innovative solutions.
• Handle sensitive business and confidential information with absolute discretion, tact, and diplomacy.
• Coordinate executive-level meetings with internal and external stakeholders while optimizing the CEO's complex calendar; use independent judgment to ensure time is aligned with priorities, key relationships, and leadership needs.
• Proactively anticipate needs, mitigate risks, and resolve issues.
• Act as a trusted gatekeeper for time, information, and communications, ensuring appropriate prioritization and response.
• Use sound judgment to keep the CEO's office informed of any changes or issues that may impact daily activities or schedules.
• Triage incoming communication to the CEO and ensure appropriate follow-up occurs within the CEO's office.
• Coordinate travel logistics and accommodations, including detailed itineraries, flights, lodging, and transportation, inclusive of DUHS Board of Directors meetings.
• Review, prepare, and submit expense reports, invoices, and purchase requests with minimal oversight, resolving discrepancies and escalating issues as needed to support uninterrupted operations.
• Support the planning and organization of internal events, off-site meetings, retreats, and conference travel for both small and large groups of executives, inclusive of the DUHS Board of Directors.
• Navigate company resources, build relationships, and interface with various departments on behalf of the CEO to collect information, respond to requests, and obtain services.
• Own assigned processes and administrative office projects end-to-end, including conducting research, synthesizing background materials, and organizing executive-level content (presentations, reports, briefing materials).
• Proactively drive timelines and outcomes while coordinating and influencing cross-functional teams and stakeholders at multiple leadership levels to ensure alignment, momentum, and successful outcomes.
• Independently manage and coordinate contracts, approvals, and related administrative workflows, exercising judgment to ensure compliance, timeliness, and appropriate routing.
• Partner with executive suites' teams to ensure seamless daily operations of the suite, conference room management, and supply management.
• Act as a collaborative team player who works well with others and demonstrates a willingness to support teammates.

• Coordinate logistics for Board of Directors and committee meetings, including scheduling, room setup, materials distribution, and technology support.
• Partner with the DUHS Board Secretary to ensure timely preparation and delivery of board materials.
• Track board calendars, key milestones, and annual cycles (e.g., meetings, retreats, committee cadence).
• Support on-site execution of board meetings, including day-of coordination, stakeholder communication, and issue resolution.
• Assist in coordinating board member travel, accommodations, and itineraries as needed.
• Ensure a high-quality, seamless experience for board members and senior leaders through strong attention to detail, proactive planning, and a service-first mindset.

• Work requires a business/office management background generally equivalent to a bachelor's degree in a business or related field.
• Knowledge generally acquired through six (6) years of executive administrative support experience of increasing variety and/or complexity.

• 5-7 years of high-level executive support experience (specifically supporting C-Suite or VP-level executives).
• Background and experience supporting at the C-Suite level is highly preferred.

• Communication: Excellent written and verbal communication skills with the ability to proofread executive-level correspondence and presentations with strict attention to detail.
• Critical Thinking: Strong critical thinking and problem-solving skills; ability to anticipate needs/challenges and mitigate risks before they escalate.
• Subject Matter Expertise: In-depth knowledge of department policies, procedures, and goals, as well as administrative support in completing complex tasks.
• Time Management: Demonstrated skills to plan, manage, and coordinate an executive's activities and major functions while juggling multiple tasks and meeting demanding deadlines.
• Confidentiality: Demonstrated ability and temperament to work safely and securely with highly sensitive information.
• Collaboration: Proven ability to gain the confidence and cooperation of peers.
• Under Pressure: Demonstrated attention to detail and decision-making skills to respond effectively to high-pressure situations.
• Initiative: Must be self-directive and able to take initiative independently.
• Technical Proficiency: Preferred proficiency in the Microsoft suite (Outlook, PowerPoint, Excel, Word, Teams), virtual meeting setup (Zoom, Teams), Concur expense management, and SAP.