Executive Assistant

Summary
The Executive Assistant provides high-level administrative and operational support to senior executives, department chairs, and organizational leaders. This role serves as a trusted partner, managing complex schedules, coordinating meetings and travel, preparing executive communications, and handling confidential information with professionalism and discretion. Success in this role requires exceptional organizational skills, sound judgment, attention to detail, and the ability to anticipate needs in a fast-paced environment.
Does this position require Patient Care?
No
Essential Functions
Provide comprehensive administrative and executive support to senior leaders, department chairs, or executive teams.
Manage complex calendars, prioritize competing demands, coordinate appointments, and schedule meetings across multiple stakeholders.
Coordinate domestic and international travel arrangements, including itineraries, accommodations, transportation, and expense reconciliation.
Organize and support meetings, conferences, and events by preparing agendas, materials, presentations, meeting spaces, refreshments, and virtual meeting logistics.
Draft, edit, and prepare professional correspondence, reports, presentations, meeting minutes, executive summaries, and other business documents.
Maintain confidential records, files, and sensitive information while ensuring accuracy and compliance with organizational policies.
Monitor office operations, maintain supplies, and support departmental administrative needs.
Manage budgets and financial transactions, including expense reporting, reimbursements, invoice processing, and record reconciliation.
Perform payroll-related functions and administrative support activities for assigned executive teams.
Exercise independent judgment in managing priorities, resolving issues, and determining appropriate actions with minimal supervision.
Serve as a key point of contact, effectively communicating executive priorities and facilitating collaboration across departments.
Maintain a thorough understanding of organizational policies, procedures, and business practices.
Handle sensitive, confidential, and complex matters with discretion and professionalism.
Support onboarding, orientation, and training activities for administrative staff as needed.
Provide backup support and collaborate with other administrative and executive assistants to ensure seamless departmental operations.
Complete routine and complex administrative assignments independently while proactively identifying opportunities to improve efficiency and processes.
Qualifications
Advanced administrative, organizational, and time-management skills.
Strong written and verbal communication abilities.
Proficiency with Microsoft Office Suite and other business software applications.
Ability to manage multiple priorities, deadlines, and stakeholders simultaneously.
Demonstrated discretion when handling confidential information.
Strong attention to detail, problem-solving skills, and customer service orientation.
Ability to work independently and exercise sound judgment in a dynamic environment.

Education
High School Diploma or Equivalent required and Associate's Degree Related Field of Study preferred

Can this role accept experience in lieu of a degree?
No

Licenses and Credentials

Experience: experience as an Administrative Assistant to Executive or Chair or Senior Leader 3-5 years required

Knowledge, Skills and Abilities

- Requires highly proficient/advanced administrative skills and office applications skills.
- Ability to proofread and edit written documents.
- Ability to manage more complex phone calls, and give more detailed information, solving more complex issues as appropriate.
- Highly proficient in all communication skills (phone, verbal and written).
- Ability to handle sensitive information and situations with poise and professionalism.
- Strong organizational, coordination and judgment skills.
- Ability to prioritize effectively.
- Ability to problem solve and troubleshoot.
- Ability to analyze a situation and determine best course of action within established guidelines.
- Basic math knowledge with some knowledge of bookkeeping.
- Advanced understanding and use of medical terminology and comprehension of billing and fiscal information.
- Ability to demonstrate good leadership skills in a team environment, including ability to provide guidance, orient, train and assist other administrative staff.

The General Hospital Corporation is an Equal Opportunity Employer. By embracing diverse skills, perspectives and ideas, we choose to lead. All qualified applicants will receive consideration for employment without regard to race, color, religious creed, national origin, sex, age, gender identity, disability, sexual orientation, military service, genetic information, and/or other status protected under law. We will ensure that all individuals with a disability are provided a reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment.