Executive Assistant

Executive Assistant Position at Decatur County Memorial Hospital

Join the team at Decatur County Memorial Hospital (DCMH), where we are more than a healthcare providerwe are a trusted community partner committed to improving the health and well-being of the individuals and families we serve. As a critical access hospital, DCMH combines high-quality patient care, advanced medical services, and a compassionate, patient-centered approach in a welcoming rural healthcare environment.

Our team is made up of dedicated professionals who are passionate about making a difference every day. We foster a culture of collaboration, respect, integrity, and continuous improvement, where employees are empowered to grow professionally while contributing to exceptional patient outcomes. DCMH offers competitive compensation and benefits, opportunities for professional development, and a supportive workplace that values each team members contributions.

Position Summary: The Executive Assistant provides high-level administrative, operational, and governance support to the Chief Executive Officer (CEO), Chief Financial Officer (CFO), Medical Staff, and other executive-level leaders. This position serves as a trusted partner to executive leadership, managing complex schedules, coordinating executive communications, and ensuring the efficient operation of the administrative office.

The Executive Assistant serves as the primary administrative liaison to the Board of Directors, supporting Board governance activities, meeting coordination, and maintenance of official organizational records. The position requires exceptional organizational skills, sound judgment, professionalism, discretion, and the ability to manage confidential information while supporting strategic initiatives, organizational priorities, and effective communication across the organization.

The Executive Assistant plays a key role in facilitating collaboration between executive leadership, the Board of Directors, Medical Staff leadership, and internal stakeholders to advance the mission and goals of the organization.

Knowledge, Skills, and Abilities/Position Qualifications:

• Education: Bachelors degree in Business Administration, Healthcare Administration, Communications, Public Administration, or a related field preferred.
• Experience: Five (5) years of progressively responsible administrative or executive support experience, preferably supporting senior leadership.
• Computer Skills: Proficient in Microsoft Office, email, and other standard computer applications, with the ability to learn and effectively use software systems required for assigned responsibilities.
• Other Requirements: Demonstrated ability to maintain strict confidentiality and exercise discretion when handling sensitive, financial, personnel, and governance-related information. Excellent verbal, written, and interpersonal communication skills with the ability to interact effectively with executive leadership, Board members, physicians, employees, and external stakeholders. Strong organizational and time-management skills with the ability to manage competing priorities and meet deadlines in a fast-paced environment. Demonstrated ability to exercise independent judgment, critical thinking, and problem-solving skills. Ability to work effectively with minimal supervision while maintaining a high degree of professionalism and accuracy. Flexibility to attend occasional early morning, evening, or extended-hour meetings and organizational events.

Essential Functions:

• Provide comprehensive executive administrative support to the Chief Executive Officer (CEO), Chief Financial Officer (CFO), Medical Staff, and other executive-level leaders, including managing complex calendars, scheduling appointments, coordinating meetings, and arranging travel.
• Serve as the primary administrative liaison to the Board of Directors, coordinating communications, meeting schedules, materials, correspondence, and governance-related activities.
• Manage and prioritize executive communications by reviewing incoming correspondence, determining significance, exercising sound judgment, and ensuring timely responses and follow-up.
• Coordinate Board of Directors, Medical Staff, leadership, and committee meetings, including agenda preparation, meeting logistics, attendance, and the preparation and distribution of meeting minutes and supporting materials.
• Prepare, edit, and maintain executive communications, reports, presentations, Board materials, contracts, policies, procedures, financial documents, and other organizational records.
• Handle sensitive, confidential, and complex matters on behalf of executive leadership while maintaining the highest level of professionalism, discretion, and confidentiality.
• Research, compile, analyze, summarize, and present information to support executive decision-making, strategic initiatives, and organizational priorities.
• Monitor, coordinate, and follow up on issues, concerns, projects, and requests directed to executive leadership to ensure timely resolution and accountability.
• Serve as a communication link between executive leadership and organizational departments, fostering collaboration, trust, and effective information flow.
• Develop, maintain, and distribute strategic plan updates, organizational performance reports, and progress-tracking documentation.
• Maintain and update Board of Directors and Medical Staff Bylaws, Rules, Regulations, and other governance documents.
• Establish and maintain efficient filing, records management, and document retention systems to preserve organizational and governance records.
• Interpret and communicate administrative and operational policies, procedures, and practices to leaders, staff, and other stakeholders as appropriate.
• Receive and assist visitors, vendors, Board members, and other stakeholders, ensuring a professional representation of executive leadership and the organization.
• Perform other duties and special projects as assigned in support of executive leadership and organizational objectives.