Executive Assistant

POSITION DESCRIPTION The Executive Assistant to the President partners with the President and Regional Chief Medical Officer of Trinity Health Michigan Medical Groups to align clinical and operational goals with the organization’s strategic vision. The role leads cross‑functional strategic initiatives, providing project‑management oversight to ensure timely execution and successful implementation of organizational priorities. Responsibilities include governance support for medical group boards, preparation of confidential reports, coordination of complex projects, liaison for issue resolution, fostering positive relationships with internal and external stakeholders, ensuring accuracy and compliance in all communications and documentation, and implementing process improvements to enhance workflow and operational efficiency while maintaining strict confidentiality. Employment Type Full time Shift Day Shift Location The position is primarily onsite and may require travel to other TH MI Medical Group (IHA and WMI) locations. ESSENTIAL JOB FUNCTIONS Collaborate with the President and Regional Chief Medical Officer to ensure clinical and operational goals align with the organization’s strategic vision. Participate in strategic planning sessions, provide input on operational feasibility, and support initiatives that drive organizational growth and quality improvement. Manage the complex calendar of the President by prioritizing and scheduling appointments and meetings. Organize and coordinate multiple travel arrangements, ensuring itineraries are complete and accurate. Schedule, coordinate, and direct large and complex meetings, conferences, and programs requiring sensitivity to issues, priorities, protocol, etc. Attend meetings and coordinate calendars and schedules of supported personnel. Assist the President in establishing and maintaining positive relationships with Trinity Health executive leaders, subsidiaries, and external constituencies. Respond to inquiries regarding organizational services, records, and other matters by utilizing in‑depth knowledge of organizational operations and ability to interpret established policies and procedures. Authorized, with the approval of the Executive Vice President/Chief Medical Officer or the President, to append the President’s signature to highly sensitive or confidential contracts or materials. Develop electronic filing systems, internal mailing processes, and procedures. Accountable for sensitive and confidential data, including personnel, payroll, attendance, Accounts Payable, work and purchase orders. Manage incoming and outgoing mail, correspondence, reports, and memoranda. Lead and manage cross‑functional strategic projects, ensuring alignment with organizational goals, timely execution of key milestones, and successful implementation of initiatives that promote operational excellence and quality improvement. Serve as the primary project‑management resource for executive leadership, providing oversight, coordination, and guidance on complex initiatives. Monitor and evaluate project performance by tracking progress against key milestones and deliverables. Provide comprehensive governance support to Trinity Health IHA Medical Group and West Michigan Medical Group governing boards and their sub‑committees. Develop and maintain board work plans, prepare agendas and meeting materials, record accurate minutes, and ensure timely follow‑up on board actions. Coordinate and prepare confidential governance reports, surveys, and projects, including annual board member elections, partner determination processes, and other initiatives. Ensure accuracy, compliance with organizational policies, and timely submission to leadership. Support positive relationships with Trinity Health executive leaders, subsidiaries, and external stakeholders by responding to inquiries and providing accurate information based on organizational operations and governance policies. Serve as a liaison for issue resolution by addressing concerns brought forth by patients, families, and colleagues. Work to resolve issues promptly and professionally, keeping the President informed of progress and outcomes. Prepare and manage complex documents, ensuring all meet organizational standards for accuracy, clarity, and confidentiality. Proofread and edit materials prior to distribution or approval. Manage incoming inquiries and prioritize requests to ensure timely and appropriate follow‑up. Recommend and implement process improvements by identifying inefficiencies and proposing solutions to enhance workflow and administrative operations. Performs other duties as assigned. ORGANIZATIONAL EXPECTATIONS Creates a positive, professional, service‑oriented work environment by supporting the mission and values of both IHA and Trinity Health. Must work effectively as a member of the Executive Leadership Team, assume responsibility for job duties in the safest possible manner, and report all preventable hazards and unsafe practices immediately to management. Successfully completes IHA’s “Our Experience” training and provides a high level of service and respect to internal or external customers. Maintains knowledge of and complies with IHA standards, policies and procedures, and maintains proficiency with all relevant office equipment, computer, and manual systems. Maintains strict confidentiality in compliance with Trinity Health, IHA, and HIPAA guidelines. Serves as a role model, demonstrates willingness to take on new and additional responsibilities, embraces new ideas, respects cultural differences, uses resources efficiently, and, if applicable, maintains appropriate licensure/certification and continuing education credentials. ESSENTIAL QUALIFICATIONS Education: Bachelor’s degree required. Master’s degree in system science, business administration, statistics, economics, computer science, healthcare administration, public health, health policy and management, or other quantitative field preferred. Credentials/License: None required. Minimum Experience: Minimum of 3 years of project‑management experience; familiarity with governance programs, requirements, and extensive governance activities experience preferably within a healthcare organization. Position Requirements (Abilities & Skills): Comprehensive knowledge of departmental, medical group, and Trinity Health policies/procedures, basic knowledge of the specialized field to complete task/projects, advise and determine applicable policy, processes, and requirements, demonstrate excellent project‑management expertise, superior analytical abilities, and polished communication skills. Strong analytical skills to compile, research and analyze data from multiple sources and prepare statistics to develop recommendations and reports. Mastered proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook, Teams, Access, etc.) and proficiency using databases and graphics software. Excellent organizational and time‑management skills. Strong attention to detail. Excellent communication, interpersonal, and relationship‑building skills. Tact and discretion for dealing with sensitive and confidential information. Ability to speak before groups of people, either in‑person or virtually. Ability to drive to other office/practice sites and meeting, training, and event locations. Ability to see the big picture and provide primary resources. Ability to select the best solution from several “right” answers. Ability to work with minimum day‑to‑day supervision. Comfortable operating in a collaborative, shared‑leadership environment. Must possess honesty, integrity, caring, and the ability to inspire and motivate others. MINIMUM PHYSICAL EXPECTATIONS Physical activity that often requires keyboarding, filing and phone work; extensive time working on a computer and sitting; walking, bending, stooping, reaching, and/or twisting; lifting, pushing, and/or pulling under 30 lbs. Required vision abilities include close vision, depth perception, peripheral vision, and ability to adjust focus. Manual dexterity sufficient to operate keyboard, photocopier, telephone, calculator, and other office equipment. Must hear and speak well to conduct business over the telephone or face to face for extended periods in English. MINIMUM ENVIRONMENTAL EXPECTATIONS Typical office environment with interruptions and interactions with people that can be stressful at times. OUR COMMITMENT Rooted in our Mission and Core Values, we honor the dignity of every person and recognize the unique perspectives, experiences, and talents each colleague brings. By finding common ground and embracing our differences, we grow stronger together and deliver more compassionate, person‑centered care. We are an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other status protected by federal, state, or local law. #J-18808-Ljbffr