Executive Program Coordinator/Executive Assistant I

Job Description Summary 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. Key Responsibilities Calendaring – Provides complex and strategic calendar management for multiple executives, scheduling appointments, prioritizing meetings, and serving as the primary scheduling point of contact for executive‑level interviews. Communication Delivery and Management – Assists executives in prioritizing emails, screens calls, manages and delegates information requests, prepares and proofreads correspondence, presentations, memos, and research. Executive Recruiting Support – Coordinates scheduling of executive interviews for hiring leaders and interview teams, prioritizes role support, schedules candidate travel, and communicates with external recruiters. Candidate Travel and On‑Site Support – Plans and manages external candidates’ travel, communicates travel details, reserves meeting rooms and catering, and engages external partners during interviews. Candidate Communication – Manages communication between candidates, hiring managers, and interviewers regarding schedules, expectations, and job profiles. Pre‑Hire & Onboarding Coordination – Partners with Shared Services Business Coordinator to support externally hired executives’ pre‑hire process and collaborates with hiring managers’ assistants on onboarding plans. Relocation Coordination – Works with Total Rewards to initiate relocation requests when necessary. Fiscal Support – Processes purchase orders, travel and expense reports, mileage, and cash advances, coordinating with Accounts Payable, Procurement, and other fiscal offices using enterprise software such as Concur and Workday. Technology Application – Stays current on new or updated technologies, operates specialty software, and provides technological guidance to executives and business leaders. Document Management – Organizes paper and electronic records, coordinates network/shared drives, securely manages confidential information, and follows OhioHealth records retention policies. Service Delivery – Anticipates executive needs, interacts with customers and peers, balances autonomy with teamwork, and supports multiple executives and leaders. Confidentiality and Discretion – Ensures privacy and security of information, adhering to all information, privacy, and security policies, procedures, standards, and guidelines. Other Duties – May lead or assist projects as required, focusing on safety, quality, and efficiency in alignment with High Reliability Organization principles. Minimum Qualifications Associate’s Degree in Business Administration, Management, or related field (required; bachelor’s degree preferred). 5–7 years of progressive administrative or recruiting coordinator experience. Specialized Knowledge Advanced proficiency with Microsoft Office tools (Word, PowerPoint, Forms) and ability to create polished, executive‑ready presentations, documents, and data collection solutions. Position Details Work Shift: Day Scheduled Weekly Hours: 40 Department: Talent Acquisition 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 persons 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. #J-18808-Ljbffr OhioHealth