Executive Program Coordinator/Executive Assistant I

Executive Recruiting Coordinator & Executive Assistant

We are more than a health system. We are a belief system. We believe wellness and sickness are both part of a lifelong partnership, and that everyone could use an expert guide. We work hard, care deeply and reach further to help people uncover their own power to be healthy. We inspire hope. We learn, grow, and achieve more in our careers and in our communities.

Reporting to the VP, Talent Acquisition, this role serves as a strategic partner to the executive recruiting team and senior leadership, providing high-level administrative support and end-to-end coordination of executive hiring processes. The Executive Recruiting Coordinator & Executive Assistant ensures a best-in-class experience for executive candidates, hiring leaders, and external partners while managing complex logistics, supporting early-stage recruiting activities, and enabling efficient execution of leadership hiring and enterprise initiatives. This role operates in a fast-paced environment, requiring strong judgment, discretion, and the ability to anticipate needs and execute with minimal oversight.

Responsibilities And Duties

Calendaring: Provides complex and strategic calendar management for more than one executive and/or business leader; including scheduling, time management, organization and prioritization of appointments and meetings. Serve as the scheduling point of contact for executive-level interviews.

Communication Delivery and Management: Assists executives in prioritizing emails in a timely manner; receives and screens calls; manages and delegates information requests; prepares and proofreads correspondence, presentations, memos, research, etc.

Executive Recruiting Support: Provides strategic calendar management relating to the scheduling of executive interviews, for multiple hiring leaders and interview teams including interview scheduling, strategic calendar blocks, coordinating with the executive recruiter to prioritize role support, coordination and/or scheduling of candidate travel, communication with external recruiters, etc. Assists with external candidates' travel planning and management and communicates with external candidates regarding plans. Provides on-site candidate and interview support including reserving meeting rooms, tours, catering, engaging external partners, etc. Manages communication between candidates, hiring managers, and interviewers, communicating things like interview schedules, expectations, sharing of job profiles, and resumes. Partners with Shared Services Business Coordinator to help externally hired executives through pre-hire process. Works with hiring managers' assistants to prepare onboarding plan and details. Coordinates with Total Rewards on initiation of relocation requests where necessary.

Fiscal Support: Processes purchase orders, travel and expense reports, mileage, cash advances for travel, etc. in a timely and accurate manner, working as appropriate with Accounts Payable, Procurement and other fiscal offices, and using enterprise software systems (e.g., Concur, Workday).

Technology Application: Leverages and stays current on new or updated technologies introduced by the organization; operates specialty software and provides technological application guidance to executive and/or business leaders, as needed.

Document Management: Organizes paper and electronic records, which may include coordinating network/shared drives; organizes and retrieves information in a timely manner; securely manages confidential information in all forms; follows OhioHealth records retention policies and organizes long-term storage as appropriate.

Service Delivery: Anticipates executive's needs and prepares accordingly; interacts with customers, peers, OhioHealth associates and executive-level candidates with individual in mind and be responsive; balances autonomy with teamwork, particularly when supporting multiple executives and/or leaders.

Confidentiality and Discretion: Gains trust and respect by ensuring privacy and security of information; adheres to all information, privacy and security policies, procedures, standards, and guidelines.

Other Duties: May be assigned/required as needed, including leading or assisting projects as required. As a High Reliability Organization (HRO), responsibilities require focus on safety, quality and efficiency in performing job duties. The job profile provides an overview of responsibilities and duties and is not intended to be an exhaustive list and is subject to change at any time.

Minimum Qualifications

Associate's Degree: Business Administration/Management (Required)

• Associate's Degree required; bachelor's degree preferred
• Field of Study: Business Administration or related field
• Years of experience: 57 years of progressive administrative or recruiting coordinator experience

SPECIALIZED KNOWLEDGE

• Advanced proficiency with Microsoft Office tools (Word, PowerPoint, Forms), with demonstrated ability to create polished, executive-ready presentations, documents, and data collection solutions

Work Shift: Day

Scheduled Weekly Hours: 40

Department: Talent Acquisition

Join us!... if your passion is to work in a caring environment... if you believe that learning is a life-long process... if you strive for excellence and want to be among the best in the healthcare industry

Equal Employment Opportunity

OhioHealth is an equal opportunity employer and fully supports and maintains compliance with all state, federal, and local regulations. OhioHealth does not discriminate against associates or applicants because of race, color, genetic information, religion, sex, sexual orientation, gender identity or expression, age, ancestry, national origin, veteran status, military status, pregnancy, disability, marital status, familial status, or other characteristics protected by law. Equal employment is extended to all person in all aspects of the associate-employer relationship including recruitment, hiring, training, promotion, transfer, compensation, discipline, reduction in staff, termination, assignment of benefits, and any other term or condition of employment