The Executive Administrative Assistant provides high-level administrative support and workflow coordination for the Vice President of Patient Care Services & Chief Nursing Officer, while supporting the broader departmental operational team. This role functions as a key operational liaison across internal and external stakeholders, managing complex executive calendars, coordinating meetings, tracking invoices, and maintaining seamless daily administrative functions. Operating in a fast-paced environment, the ideal candidate demonstrates high emotional intelligence, adaptability, clear written and verbal communication, and strict discretion when handling sensitive and confidential information.
Key Responsibilities & Essential Functions for an Executive Administrative Assistant
- Executive Calendar & Meeting Management: Oversee complex scheduling and calendar management for executive leadership. Arrange meetings, prepare agendas and supporting documentation, transcribe meeting minutes, and organize logistics to maximize executive productivity.
- Operational & Administrative Support: Manage daily departmental operations, including screening and routing incoming inquiries, maintaining office supply inventory, and coordinating timekeeping administration.
- Financial & Invoice Tracking: Monitor, log, and process vendor orders and departmental invoices, maintaining precise operational records for budgetary alignment.
- Correspondence & Information Flow: Independently draft, edit, and compose high-level professional correspondence without pre-drafted templates. Gather data from varied sources to build summary reports, presentations, and updated database fields.
- Travel & Event Logistics: Coordinate executive travel arrangements, manage itineraries, and execute special projects or administrative initiatives as assigned.
- Stakeholder Liaison: Serve as a professional, discreet liaison between leadership, multidisciplinary healthcare teams, and key internal/external partners.
Minimum Qualifications & Experience Requirements for an Executive Administrative Assistant
- Education: Associate Degree preferred; extensive related administrative experience may be evaluated in lieu of a degree.
- Professional Experience: 1 to 3 years of administrative assistant experience directly supporting management or executive teams. Experience in a hospital, medical office, or broader healthcare environment is highly preferred. Project management experience is a strong asset.
- Technical Proficiency: Intermediate to advanced skill in Microsoft Office Suite (Word, Excel, and Outlook), combined with a minimum typing speed of 45 WPM.
- Core Competencies: Proven expertise in calendar management, meeting organization, invoice tracking, and problem-solving. Demonstrated ability to remain composure-driven and effective under pressure, working collaboratively within a team-oriented matrix. Must exercise high-level discretion regarding confidential material.
Position Details for an Executive Administrative Assistant
- Work Schedule: Full-Time, 5x8 Day Shift (8:00 AM – 4:30 PM, Monday – Friday; flexible start/end times available). Limited to no overtime.
- Work Location: On-Site