Executive Administrative Assistant to the CEO

Executive Administrative Assistant to the CEO

The Executive Administrative Assistant provides high-level administrative support to OneQuest Health's executive management team, led by the Chief Executive Officer. The CEO serves in a dual role as Chief Philanthropy Officer; as such, this role also provides supportive assistance in fund development and philanthropy activities.

This is a position for an exceptionally efficient, proactive professional who leverages an array of digital-first and AI-enabled tools to plan and execute work quickly and comprehensively. The role carries significant responsibility for Board and committee support, sophisticated document management, and cross-departmental project coordination (detailed further below), and requires concierge-level written and verbal communication for engaging Board members, major donors, and other high-level stakeholders on the CEO's behalf.

The ideal candidate thrives in a fast-paced healthcare administration environment staying calm, composed, and solutions-oriented even when demands are multiple and simultaneous. Evening and weekend hours are required as needed.

Desired Skill Sets and Previous Experience:

• Expert-level communicator in both written and verbal arenas, with the judgment and polish to represent the CEO's office in high-stakes, high-visibility interactions
• Proactive and highly effective planner, comfortable managing competing priorities and shifting deadlines using shared calendars and collaborative project-planning tools
• Demonstrated ability to remain calm, composed, and effective under pressure in a fast-paced healthcare administration environment characterized by multiple, competing, and often urgent demands
• Sophisticated document management skills, including the ability to design and maintain consistent filing and naming conventions across a shared computer network for reliable, efficient file retrieval
• Sophisticated project planning experience spanning multiple organizational departments, including the ability to document roles, responsibilities, and timelines, and manage processes through to completion
• Expert-level proficiency with an array of digital-first and AI-enabled platforms, including:
• Microsoft 365 (Outlook, Teams, Word, Excel, PowerPoint) at an advanced level
• Blackbaud products, including Raiser's Edge and Financial Edge
• Canva and Adobe / Adobe Express
• Claude, for drafting, research, and productivity support
• Fellows, for AI-powered notetaking
• Comfort and confidence learning new software platforms as the organization's tech stack evolves
• Ability to handle confidential and sensitive information in a trustworthy manner, consistent with the standards of a regulated healthcare environment
• Experience coordinating travel arrangements and itineraries for a senior executive
• Experience processing expense reports and reimbursements accurately and in line with budget
• Strong problem-solving skills and ability to work with minimal supervision; planning and anticipation of staff needs are critical responsibilities
• High standards of performance; willingness to assume responsibility for the timely and correct completion of assignments or tasks
• 3 to 5 years of prior experience providing executive-level administrative support, including:
• Compilation of memos, letters, and other written correspondence
• Management of calendars, including the coordination of complex executive meetings
• Attendance at executive meetings as the recorder of written meeting minutes
• Data analysis and report preparation
• Event and project planning

Essential Job Functions:

• As a vital part of the team, provide administrative support, decision-making, and problem-solving assistance toward the total fulfillment of the CEO's responsibilities
• Review, comprehend, and respond efficiently and effectively to requests made by the CEO and executive management team
• Practice discretion and good judgment when interacting with the Board of Trustees, OneQuest Health's governing entity; this includes setting priorities, answering or appropriately redirecting correspondence, coordinating various programs, meetings, and events, and serving as an ongoing relationship liaison to individual Board members
• Serve as the primary point of coordination for the CEO's calendar, including meeting and appointment scheduling and other routine matters and assignments, exercising sound judgment with minimal direction
• Compile and manage multiple calendars tracking deadlines and milestones for the OneQuest Health Board of Trustees, the OneQuest Health Foundation Board of Directors, the CEO Advisory Task Force, and other meeting groups
• Compile agendas for board-level and senior staff committee meetings, soliciting input, materials, and updates from internal staff and external stakeholders in advance of each meeting, in keeping with governing bylaws and notice requirements
• Take accurate, detailed minutes at all Board of Trustees meetings, Foundation Board of Directors meetings, CEO Advisory Task Force meetings, and other meetings as requested by the CEO; compile and distribute minutes to meeting attendees in an efficient and effective manner
• Maintain accurate rosters and distribution lists for the Board of Trustees, Foundation Board of Directors, CEO Advisory Task Force, and other recurring stakeholder groups; ensure timely updates as membership changes
• Manage all document filing and retrieval for the CEO's office via the organization's computer network, applying sophisticated and consistent filing and naming conventions; the CEO relies on the Executive Administrative Assistant as the authoritative resource for locating and organizing files, documents, and records
• Undertake sophisticated project planning involving multiple organizational departments, clearly documenting roles, responsibilities, and timelines, and managing each process from initiation through completion
• Draft accurate, professional written and electronic correspondence that is free of spelling, grammatical, and formatting errors
• Prepare and maintain routine and special reports, as well as records, presentations, and analyses, as requested by the CEO and/or the management team
• Develop a team mentality with the CEO to provide, as an extension of the CEO, the information and direction necessary to exemplify the philosophy of that office
• Provide supportive assistance in fund development and philanthropy activities, including fundraising events, in recognition of the CEO's dual role as Chief Philanthropy Officer
• Play a role in planning community events, with attendance occasionally required
• Coordinate travel arrangements and itineraries for the CEO
• Process the CEO's expense reports and reimbursements accurately and in accordance with organizational budget and policy
• Cross-train with the Receptionist/Front Desk Administrative Assistant to ensure continuity of coverage for the CEO's office during absences

Physical Demands and Work Environment:

• While performing the duties of this job, the associate is regularly required to stand, walk, talk, and hear; use hands to handle or feel objects; and reach with hands and arms. The associate is occasionally required to sit, kneel, squat, and hold objects or carry.
• Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus.

Benefits:

OneQuest Health offers an extensive benefits package including, but not limited to a generous PTO policy, tuition reimbursement, zero deductible medical and dental insurance, retirement plan with 8% employer match, student loan repayment assistance, tuition reimbursement, and a flexible spending plan.