Executive Administrative Assistant

Executive Administrative Assistant

Location: 1111 Leffingwell Ave. NE, Grand Rapids, MI 49525 (May need to visit other OAM locations as needed)

Schedule: Full Time (40 Hours/Week)

Work Environment: Onsite

Position Summary

The Executive Administrative Assistant provides high-level administrative and operational support to OAM's executive leadership team, including the CFO, COO, President, Vice President, HR Director, and designated committee chairs. This role serves as a key partner in ensuring effective communication, coordination, and execution of leadership initiatives, meetings, governance activities, and organizational events. The Executive Administrative Assistant is responsible for managing complex schedules, preparing meeting materials, attending meetings as assigned, documenting discussions and decisions, and coordinating follow-up activities. This position requires exceptional discretion, professionalism, organizational skills, and the ability to manage multiple priorities in a fast-paced healthcare environment. Flexibility in work hours will be paramount to support executive leadership meetings and organizational events that may occur outside of standard business hours, including early mornings and occasional evenings. The Executive Administrative Assistant plays a vital role in supporting the overall effectiveness and efficiency of OAM's leadership team.

Essential Responsibilities

Administrative Duties:

• Coordinate and maintain complex executive calendars for senior leadership members.
• Schedule, organize, and coordinate internal and external meetings, ensuring all logistics are arranged effectively.
• Prepare meeting agendas, presentations, reports, and supporting materials for executive and committee meetings.
• Attend leadership and committee meetings as assigned and accurately record meeting minutes.
• Distribute meeting minutes, action items, and follow-up communications in a timely manner.
• Track assigned action items and assist leadership with monitoring project and committee deliverables.
• Prepare, organize, and distribute shareholder communications, reports, notices, and related materials.
• Serve as a liaison between executive leadership, physicians, shareholders, managers, employees, and external stakeholders.
• Coordinate travel arrangements, lodging, registrations, and itineraries for executives as needed.
• Maintain confidential files, records, and documentation while ensuring compliance with organizational policies.
• Support the preparation of reports, correspondence, presentations, and executive communications.
• Assist with board, shareholder, and governance-related administrative functions.
• Manage electronic and physical filing systems for executive and committee documentation.
• Monitor deadlines and proactively communicate upcoming priorities and commitments to leadership.
• Manage physician welcome, recognition, and celebration gifts.
• Maintain physician biographies and CV information for the OAM website.
• Coordinate ordering and distribution of employee and physician business cards.
• Manage ordering and inventory of marketing and patient-facing materials.
• Support special projects and strategic initiatives as assigned.

Leadership Support Duties:

• Partner with executive leaders to improve administrative processes and operational efficiency.
• Anticipate leadership needs and proactively identify opportunities to provide support.
• Coordinate cross-functional activities involving multiple departments and stakeholders.
• Assist with planning, implementation, and follow-through of organizational initiatives.
• Maintain a high level of professionalism, discretion, and confidentiality in all interactions.
• Assist with other duties as assigned.

Event & Committee Coordination Duties:

• Plan and coordinate shareholder meetings, leadership retreats, committee meetings, and special organizational events.
• Organize event logistics including venue coordination, catering, registrations, materials, technology, and communications.
• Support the execution of large-scale organizational functions and employee events.
• Coordinate schedules and resources necessary for committee operations and recurring meetings.
• Communicate event details and expectations to participants and stakeholders.
• Coordinate department lunches, trainings, meetings, and related logistics.
• Coordinate with internal teams and external vendors to support events, marketing, and administrative initiatives.
• Assist with other duties as assigned.

Required & Preferred Qualifications

Education, Training, and Experience:

• Required:
  • High school diploma or GED.
  • Associate degree in Business Administration, Office Administration, Healthcare Administration, or a related field; or equivalent combination of education and experience.
  • Three (3) years of progressively responsible administrative support experience.
  • Experience supporting senior leaders, executives, physicians, or organizational leadership teams.
  • Demonstrated experience coordinating meetings, preparing agendas, and documenting meeting minutes.
  • Advanced proficiency in Microsoft Office applications including Outlook, Word, Excel, PowerPoint, and Teams.
• Preferred:
  • Bachelor's degree in Business Administration, Healthcare Administration, or a related field.
  • Experience in a healthcare, physician practice, ambulatory surgery center, or professional services environment.
  • Previous experience supporting executive leadership teams and governance committees.
  • Experience planning and coordinating corporate events, shareholder meetings, or board activities.
  • Experience working with healthcare-related software systems and reporting tools.

*An equivalent combination of education and experience may be considered.

Specific Skills, Knowledge, and Abilities:

• Exceptional organizational and time-management skills with strong attention to detail.
• Ability to manage multiple competing priorities while maintaining accuracy and professionalism.
• Strong written and verbal communication skills.
• Ability to exercise sound judgment and maintain confidentiality with sensitive information.
• Excellent interpersonal skills and ability to build effective working relationships across all levels of the organization.
• Proficiency with Microsoft Office Suite, Microsoft Teams, and modern office technology.
• Strong meeting facilitation, coordination, and documentation skills.
• Ability to work independently while also collaborating effectively within a team environment.
• Demonstrated problem-solving, critical-thinking, and decision-making abilities.
• Commitment to providing exceptional internal customer service.

Motor, Sensory, and Physical Requirements:

• Ability to sit and work at a computer for extended periods of time.
• Frequent use of hands and fingers for keyboarding and operation of office equipment.
• Ability to occasionally lift and carry materials weighing up to 25 pounds.
• Ability to travel between OAM locations as needed.
• Manual dexterity required to operate modern office equipment.
• Normal or correctable range of hearing and eyesight sufficient to perform the duties of the position.
• Ability to attend meetings occurring outside of standard business hours as necessary.