Executive Administrative Assistant

Job Description

Job Description

Description:

SouthCoast Health Seeks an Experienced Executive Assistant for the Administration Team

JOB SUMMARY:  

The Executive Administrative Assistant provides high-level administrative support to the CFO in collaboration with the Sr. Executive Administrative Assistant. The Executive Administrative Assistant must be able to work professionally, confidentially and independently while carrying out numerous assignments as a liaison with internal staff and departments as well as outside community partners and stakeholders. The EAA is entrusted to use discretion and independent judgement with respect to organizational work on behalf of and consistent with the authority delegated by their executive and the SEAA. The EAA must be organized, professional, respectful and eager to learn in a fast-paced environment with a variety of responsibilities and deliverables. This position will be responsible for organizing and coordinating appointments, while working closely with others within the Office of the CFO to ensure a stream-lined process to avoid meeting overlaps and conflicts. This supportive position will assist with office and administrative duties, such as printing/scanning needs, creating and organizing files, building travel itineraries, composing meeting agendas, etc. 

ESSENTIAL JOB DUTIES AND RESPONSIBILITIES:  

• While demonstrating our Core Values, the Executive Administrative Assistant will: 
• Work directly with the Executive leadership team to support all aspects of the CFO’s daily work routine. 
• Manage an extremely active calendar of business meetings and responsibilities on behalf of the CFO, ensuring conflicts are communicated and addressed as priority. 
• Establish a seamless communication link between the CFO and internal departments, showcasing leadership skills to uphold credibility, trust, and to garner support from the executive management team. 
• Establish strong and efficient communication and collaboration with the CFO to provide thorough updates on forthcoming commitments and responsibilities, with diligent follow-up. 
• Review, prioritize and prepare incoming and outgoing correspondence, along with other mail and communications. 
• Prepare detailed travel, accommodations, and meeting agenda/itineraries on behalf of executives. 
• Prepare and submit credit card expenses and expense reimbursement forms to the Finance Department. 
• Ensure all phone calls and emails are answered and/or redirected accordingly in a professional manner. 
• Use discretion and independent judgment in connection with performing duties and responsibilities, including with respect to matters of significance consistent with the authority delegated by the CFO. 
• Support the CFO in preparing presentations, communications, and reports as needed. 
• Maintain confidential and sensitive information. 
• Assist with work-related event preparation as needed. 
• Provide front desk coverage for Receptionist break/lunches with administrative assistant rotating support with expectation to cover at least one time per week. 
• Provide courier coverage when called upon. 
• Be professional and courteous at all times; greet visitors and guests in a professional, friendly, and hospitable manner. 
• Other additional and/or alternative duties as assigned from time to time, including supporting other departments or Executives as needed. 
• Be an ambassador for the mission of the organization. 
• Reports to work on a regular and consistent basis.  

SouthCoast Health is an Equal Opportunity Employer and Drug-Free Workplace.  Applicants selected for employment will be subject to pre-employment drug testing. 

EDUCATION:  

Associate's degree (A.A.) or equivalent two-year program from an accredited college in Business, Healthcare or related field strongly preferred.   

EXPERIENCE:  

Previous experience as an executive administrative assistant strongly preferred. 

REQUIREMENTS:  

Excellent computer skills, as well as proficiency with Zoom meetings and Zoom phone and also Microsoft Word, Excel, PowerPoint, Teams and the Microsoft Office Platform are required. 

Valid driver’s license with reliable access to an automobile or reliable access to transportation to assigned work areas.  

KNOWLEDGE:  

• Knowledge of executive-level administrative support practices, particularly supporting C-suite leaders (e.g., CFO). 
• Knowledge of organizational policies, procedures, and institutional protocols. 
• Knowledge of calendar management and scheduling best practices for senior executives. 
• Knowledge of travel planning, expense reporting, and reimbursement processes. 
• Knowledge of confidentiality standards and information security in an executive environment. 
• Knowledge of professional communication standards for internal and external stakeholders. 
• Knowledge of office administration functions, including document management, filing systems, and front desk operations. 
• Knowledge of Microsoft Office platform (Word, Excel, PowerPoint, Teams) and Zoom Meetings/Phone. 

SKILLS:  

• Executive calendar management and coordination across multiple departments and stakeholders. 
• Written and verbal communication skills, including professional correspondence and email management. 
• Organizational and time-management skills with the ability to manage multiple priorities simultaneously. 
• Attention to detail in scheduling, documentation, travel itineraries, and expense submissions. 
• Interpersonal and relationship-building skills to act as a liaison between executives, staff, and community partners. 
• Problem-solving and prioritization skills in a fast-paced, high-volume environment. 
• Technology skills, including Microsoft Office, Zoom, document scanning/printing, and file organization. 
• Presentation and report preparation skills to support executive communications. 
• Customer service and front-desk professionalism, including greeting visitors and managing phone/email inquiries. 
• Collaboration skills to work effectively with senior executive administrative assistants and cross-functional teams. 

ABILITIES:

• Ability to exercise discretion and independent judgment on matters of significance consistent with delegated authority. 
• Ability to maintain strict confidentiality of sensitive and executive-level information. 
• Ability to work independently with minimal supervision while managing complex responsibilities. 
• Ability to adapt to changing priorities and respond effectively to urgent requests. 
• Ability to coordinate and communicate proactively with executives to ensure preparedness for upcoming commitments. 
• Ability to manage overlapping schedules and resolve conflicts efficiently. 
• Ability to represent the organization professionally as an ambassador of its mission and values. 
• Ability to work a flexible schedule, including coverage for reception and courier duties. 
• Ability to travel to assigned work areas using reliable transportation. 

ENVIRONMENT & CONDITIONS:  

Normal office environment. Occasional stress due to workload pressure and numerous deadlines.  

PHYSICAL/MENTAL DEMANDS:  

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

This position requires frequently talking, hearing, finger dexterity for data entry, eye-hand coordination. Occasional stooping, standing, walking, grasping, pushing/pulling, Occasional lifting and carrying, up to 10 pounds.   

HIPAA:  

This position shall have access to information in a patient’s medical record only to the extent that such information is required to carry out job duties. Any information obtained will only be used by or disclosed to those who have a need to know to ensure the provision of quality patient care. Patient information is to be held strictly confidential. Access to a user’s own medical record and/or family members medical records is strictly prohibited unless related to job responsibilities. 

AMERICANS WITH DISABILITY ACT STATEMENT:  

External and internal applicants, as well as position incumbents who become disabled, must be able to perform the essential job functions either unaided or with assistance of a reasonable accommodation to be determined on a case by case basis. 

SouthCoast Health is an Equal Opportunity Employer and a Drug-Free Workplace. Applicants selected for employment will be subject to pre-employment drug screening.