Executive Assistant

Join Our Team

Consider a career with Hammes if you are interested in being a part of a dynamic and entrepreneurial environment! We have been recognized as one of the Best Places to Work in Healthcare by Modern Healthcare.


Founded in 1991, Hammes is a vertically integrated real estate solutions platform. Our capabilities include real estate strategy and planning, project management, development, investment and property management for healthcare clients and other leading institutions. Hammes is consistently ranked as one of the nation's top healthcare developers by both Modern Healthcare's Construction & Design Survey and Revista's Outpatient Healthcare Real Estate Development Report.

Position Summary

The Executive Assistant is responsible for supporting a team of professional executive staff members. This position requires a high level of organization, expertise, and experience in planning and prioritizing tasks. A high level of integrity and discretion in handling confidential information, and professionalism in dealing with senior professionals inside and outside the company is important. The position duties include but are not limited to answering company phones, maintaining executive calendars, making travel arrangements, developing daily correspondence as required by executive staff members, assisting in the production of special proposals and presentations, assists with special projects, acts as liaison to clients and company personnel, establish filing systems, maintain contracts, works with vendors and staff when necessary.

Principal Duties and Responsibilities

This list of duties and responsibilities is not all inclusive and may be expanded to include other duties and responsibilities, as management may deem necessary from time to time.

• Manages and maintains complex and detailed executive schedules (prioritizing conflicts accordingly) and appointments.
• Arranges airline travel, hotel reservations and ground transportation via online booking system. Prepares travel itineraries as required.
• Processes invoices and submits expenses for executive(s). Ensures all policies are followed and items are processed within provided guidelines.
• Answers and screens incoming calls to determine the level of priority while using caution in dispensing information.
• Prepares, edits, and formats correspondence, communications, presentations, and other documents, including those of a confidential nature.
• Demonstrates administrative leadership support and acts as a professional liaison to the executive(s) supported.
• Coordinates logistics for both internal and external meetings including food, beverage, technology and meeting space. Assists with the preparation and production of any meeting materials needed.
• Establishes and maintains paper and electronic files and databases.
• Researches, prioritizes, and follows up on matters in a timely manner.
• Performs other duties as assigned.

Knowledge, Skills & Abilities

The requirements listed below are representative of the knowledge, skills, and abilities required to perform this job successfully.

• High school diploma or equivalent with a minimum of 3 years of advanced office support experience. Prior work experience in a professional work environment is preferred.
• Excellent organizational and communication skills with ability to handle a large volume of assignments.
• Strong oral and written communication skills with an ability to effectively communicate at all levels of management.
• Commitment to excellence, personal integrity, and confidentiality.
• Must be able to maintain a professional can-do attitude.
• Ability to multi-task, establish priorities and work independently.
• Confident judgement and decision-making ability, including initiative to be able to proactively determine what needs to be done before its requested.
• Outstanding problem-solving skills with ability to use initiative.
• Demonstrates a sense of urgency.
• Intermediate to advanced knowledge of Microsoft Office programs including Outlook, Power Point, Word, and Excel.

Working Conditions

Hours of work will generally be during regular business hours (8:00 am to 5:00 pm) and average close to 40 hours a week. Business and department needs may dictate a variation in work hours due to special projects, deadlines, and other concerns which may require longer hours/days. Due to the nature of the position, this position has regular contact with internal employees, and external clients, vendors, and customers. Therefore, this position must establish and maintain cooperative and effective working relationships with others and communicate in a professional and courteous manner.

Please see attached for a complete job description.