Executive Assistant to St. Elizabeth Physicians President/CEO

Executive Assistant to St. Elizabeth Physicians President/CEO Job Details Job Type: Regular Scheduled Hours: 40 Job Summary The Executive Assistant to SEP President/CEO will represent the President/CEO, Chief Medical Officer (CMO), and Associate General Counsel within their scope of authority. The Executive Assistant provides confidential administrative and operational support to the President/CEO, CMO, and Associate General Counsel. This role serves as a trusted assistant exercising sound judgment, discretion, professionalism, and initiative in managing executive priorities, communications, calendars, meetings, materials, and follow‑up. The Executive Assistant will authorize and manage administrative expenses and oversee the logistical and administrative coordination of SEP Board of Directors and Governance Committee meetings. This position is responsible for managing the signature components of administrative budgets and contracts. The Executive Assistant will notarize documents as needed and serve as the primary contact for expense audits. A strong understanding of the organizational structure is essential to appropriately direct inquiries and manage complex and highly confidential matters presented to the President/CEO, CMO, and Associate General Counsel’s offices. Additionally, this position will supervise executive assistant roles within the SEP corporate office. Responsibilities Understand and uphold SEP's Mission, Vision, and Values. Comply with all applicable laws and regulations. Highest level of customer service skills with wide range of constituents. Maintain confidential and sensitive information. Ensure a positive and friendly working relationship with members of administration and support staff. Highest level of organizational skills to manage work volume and urgency that may arise. Need for timeliness and promptness. Need for excellent, diplomatic communication skills with physicians and department leaders. Oversee management of all conference rooms. Support and plan meetings, forums, and special events. Manage calendars and aspects associated with meetings (location, food, directions, etc.). Telephone assistance. Greet and welcome visitors. Arrange travel as needed. Direct others when Executives are off‑site and assist in problem resolution. Manage document creation, archiving, updating and retrieval. Ensure electronic and paper files are complete and accurate. Responsible for drafting agendas and obtaining agenda approval from President/CEO, compiling and distributing Board and Committee meeting packets (including meeting notices), and completing attendance assessment to ensure a quorum. Secure appropriate materials from management for inclusion in the meeting packet and arrange physical aspects of the meeting from room reservations to refreshments, coordinating any outside attendees. Maintain record and minute maintenance. Maintain filing system for various executive documents such as business letters, financials, minutes, etc. Use folders, both electronic and hard copies, with appropriate titles. Maintain an organized supply closet, stocked at an appropriate level and easily located. Daily responsible for schedules, timesheets, and maintaining manageable workload for Executive Assistants within SEP corporate office. Assist with planning, organizing, and facilitating corporate functions. Meeting assistance and support (scheduling, reminders, packet assembly and distribution, minutes, and summaries). Keep office equipment in operating condition. Remain flexible as assignments change and prioritize duties independently to meet Executives' needs. Work early/late as needed to accomplish tasks or assist in meetings. Meet Executives to exchange work outside of the office environment when needed. Coordinate all scheduling for the Executive(s). Carry out duties enthusiastically and proactively with little direction and supervision. Project professional presence and interpersonal skills necessary to represent the senior executive office in all interactions. Other duties and responsibilities as assigned. Qualifications Minimum: Associate’s Degree. Preferred: Bachelor’s Degree. Minimum 5+ years of executive level experience in a fast‑paced environment. Preferred 2+ years of experience within corporate law or the legal field. Supervisor or management experience. Notary Public status required. Required Skills and Knowledge Ability to manage and prioritize multiple tasks. Willingness to learn and master new computer skills. Good organizational skills and professionalism when working with providers, hospital administration, management, St. Elizabeth associates and the public. Extensive knowledge of software programs including Outlook, PowerPoint, Word, Adobe Acrobat, Excel, Copilot, and Compliance 360 (E‑Contract Module). Experience with supply ordering and maintaining supply inventory. Experience in planning and coordinating meetings and events. Experience directing and assisting others during stressful situations in a calm and confident manner. Demonstrated ability to work successfully in a team‑based, decision‑making culture. Demonstrated ability to work independently resulting in effective outcomes and on‑time performance. Experience in planning and coordinating multi‑disciplinary communications strategies, strategic initiatives, and events. Respond promptly and follow through to requests from customers. Work carefully and precisely with attention to detail. Utilize resources wisely. Perform duties willingly and with initiative. Share necessary information so co‑workers can do the same. Cooperate with other departments and work groups. FLSA Status Exempt Right Career. Right Here. If you have a passion for taking care of the community and are interested in Healthcare, you will take pride in the level of care we provide at St. Elizabeth. We take care of patients and each other. St. Elizabeth Physicians is an equal‑opportunity employer and will not discriminate on the basis of race, color, sex, religion, national origin, ancestry, disability, age or any other characteristic that is protected by state or federal law. #J-18808-Ljbffr St. Elizabeth HealthCare