Administrative Assistant

Administrative Assistant / Executive Scheduling Coordinator

Skills:

Proficiency in Microsoft Word, Excel, Outlook, PowerPoint, and SharePoint - Highly Desired

Prior administrative experience - Highly Desired

Duties:

Support department leadership, manage calendars and phones, organize meetings, maintain records, order and track, and perform general administrative tasks.

Execute tasks autonomously and efficiently, with attention to detail.

Support the day-to-day functions in a fast-paced environment, including administrative support of team leadership.

Maintain a customer service approach, and communicate in a positive, professional manner.

Respond to and resolve requests in a timely and efficient manner.

Perform general administrative tasks including managing calendars and phones, organizing meetings, maintaining records, ordering and tracking, ordering supplies, filing, and organizing, executing internal processes for the highest efficiency.

Schedule rooms for meetings, events, appointments, and/or similar activities for the department, track correspondence, and prepare, order, and distribute materials.

Create PowerPoint presentations, Excel spreadsheets, newsletters, reports, minutes, and agendas as requested.

Act as a support for the Total Rewards/HR team.

Work effectively and efficiently with each member of the team to assist as needed.

Supplier Notes / Candidate Profile:

Seeking an experienced Administrative Assistant / Executive Scheduling Coordinator to provide temporary remote support for the executive leadership team while a permanent Project Coordinator search is underway.

The primary focus of this assignment will be:

Executive calendar management for the Chief Medical Officer and Associate Chief Medical Officer

Complex scheduling and coordination of meetings across multiple stakeholders

Managing meeting requests, calendar conflicts, and prioritization of appointments

Maintaining accurate calendars and ensuring efficient coordination of leadership schedules

Providing high-level administrative support related specifically to scheduling and calendar functions

This is not a traditional Administrative Assistant role and will not require the full range of general administrative responsibilities. The manager is specifically seeking candidates with strong executive scheduling experience and a demonstrated ability to manage complex calendars for senior leaders.

Preferred Qualifications:

Recent experience supporting executive-level leaders

Advanced calendar management and scheduling skills

Experience coordinating high-volume meetings across multiple departments and stakeholders

Strong communication, organization, and prioritization abilities

Ability to work independently in a remote environment

Additional Preference: Candidates who are already credentialed within the health system or have recently completed an assignment within the health system are encouraged, as this may help expedite onboarding.

Please submit candidates with specific executive calendar management experience highlighted on their resumes.

Schedule Notes:

8a - 4p