Senior Executive Administrative Assistant
Healthpoint (Texas)
BASIC FUNCTION The Executive Assistant provides crucial high-level administrative support to the senior leadership team and assists with the efficient operation of the organization, performing a wide range of administrative duties, managing complex calendars, coordinates meetings, and maintaining confidential information. This role requires exceptional organizational skills, attention to detail, and the ability to work independently in a fast-paced healthcare environment. PRIMARY RESPONSIBILITIES AND DUTIES
- Executive Support:
- Provide high-level administrative support to the senior leadership team, including the CEO, CFO, COO, CMO, CNO, CCO, CHRO, and other key leaders.
- Manage calendars, schedule appointments, and coordinate meetings, ensuring all necessary materials are prepared and distributed in a timely manner.
- Prioritize and manage incoming communications (phone calls, emails, mail), responding or redirecting as appropriate.
- Prepare and proofread correspondence, reports, presentations, and other documents as requested.
- Meeting and Event Coordination:
- Coordinate and schedule internal and external meetings, including logistics, room bookings, audiovisual setup, and catering arrangements.
- Prepare meeting agendas, minutes, and action items, ensuring follow-up and timely completion of tasks.
- Assist in the organization of special events, conferences, and board meetings, coordinating travel arrangements, accommodations, and registration.
- Document and Information Management:
- Maintain organized electronic and physical filing systems, ensuring documents and records are properly stored and easily retrievable.
- Manage confidential and sensitive information with discretion, adhering to privacy and security policies and regulations.
- Assist in the preparation and distribution of board materials, reports, and other important documents.
- Conduct research, gather data, and compile information to support decision-making and project initiatives.
- Administrative Support:
- Provide general administrative support to various departments and teams within HealthPoint as needed.
- Process and track expense reports, purchase orders, and invoices, ensuring accuracy and compliance with financial policies.
- Assist in the preparation and monitoring of budgets, maintaining financial records, and generating reports as requested.
- Coordinate and facilitate internal communications, such as staff announcements, newsletters, and updates.
- Office Management:
- Maintain inventory of office supplies and equipment, monitoring stock levels and placing orders as necessary.
- Coordinate maintenance and repair requests for office equipment, ensuring a functional and efficient working environment.
- Assist in the onboarding of new employees, including preparing workspaces, coordinating IT setup, and providing orientation materials.
- Collaborate with facilities management to ensure the cleanliness, safety, and security of the office environment.
- Relationship Management:
- Build and maintain positive relationships with internal and external stakeholders, including staff, board members, vendors, and community partners.
- Serve as a point of contact and liaison between the executive team and internal/external stakeholders, addressing inquiries and requests promptly and professionally.
- Provide exceptional customer service, demonstrating a helpful and friendly attitude in all interactions.
- Process Improvement:
- Identify opportunities to streamline administrative processes and improve efficiency, proposing and implementing appropriate solutions.
- Stay updated on administrative best practices, tools, and technologies, and make recommendations for process enhancements and automation.
- Participate in organizational projects and initiatives, providing administrative support and contributing to their successful implementation.
- Performs other duties as assigned.
- Effectively carries out tasks and responsibilities beyond core job duties and primary role. The additional duties may vary from time to time and encompass a wide range of activities that contribute to the overall success of the organization (floating, schedule variations, assisting co-workers, patients, visitors, customers, leaders, and other stakeholders in support of the organization.)
Vacancy posted 1 day ago
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