Executive Administrative Assistant

Job Description

Job Description

SouthCoast Health Seeks an Executive Administrative Assistant

Position Summary:

The Executive Administrative Assistant provides high-level administrative support to the CFO in collaboration with the Sr. Executive Administrative Assistant. The Executive Administrative Assistant must be able to work professionally, confidentially and independently while carrying out numerous assignments as a liaison with internal staff and departments as well as outside community partners and stakeholders. The EAA is entrusted to use discretion and independent judgement with respect to organizational work on behalf of and consistent with the authority delegated by their executive and the SEAA. The EAA must be organized, professional, respectful and eager to learn in a fast-paced environment with a variety of responsibilities and deliverables. This position will be responsible for organizing and coordinating appointments, while working closely with others within the Office of the CFO to ensure a stream-lined process to avoid meeting overlaps and conflicts. This supportive position will assist with office and administrative duties, such as printing/scanning needs, creating and organizing files, building travel itineraries, composing meeting agendas, etc.

Essential Responsibilities and Duties:

Work directly with the Executive leadership team to support all aspects of the CFOs daily work routine.

Manage an extremely active calendar of business meetings and responsibilities on behalf of the CFO, ensuring conflicts are communicated and addressed as priority.

Establish a seamless communication link between the CFO and internal departments, showcasing leadership skills to uphold credibility, trust, and to garner support from the executive management team.

Establish strong and efficient communication and collaboration with the CFO to provide thorough updates on forthcoming commitments and responsibilities, with diligent follow-up.

Review, prioritize and prepare incoming and outgoing correspondence, along with other mail and communications.

Prepare detailed travel, accommodations, and meeting agenda/itineraries on behalf of executives.

Prepare and submit credit card expenses and expense reimbursement forms to the Finance Department.

Ensure all phone calls and emails are answered and/or redirected accordingly in a professional manner.

Use discretion and independent judgment in connection with performing duties and responsibilities, including with respect to matters of significance consistent with the authority delegated by the CFO.

Support the CFO in preparing presentations, communications, and reports as needed.

Maintain confidential and sensitive information.

Assist with work-related event preparation as needed.

Provide front desk coverage for Receptionist break/lunches with administrative assistant rotating support with expectation to cover at least one time per week.

Provide courier coverage when called upon.

Be professional and courteous at all times; greet visitors and guests in a professional, friendly, and hospitable manner.

Other additional and/or alternative duties as assigned from time to time, including supporting other departments or Executives as needed.

Education/Experience Requirements:

Associates degree in Business, Healthcare or related field strongly preferred.

Previous experience as an executive administrative assistant strongly preferred.

Excellent professional skills along with multi-tasking abilities.

Strong analytical, organizational and time management skills.

Excellent computer skills, as well as proficiency with Zoom meetings and Zoom phone and also Microsoft Word, Excel, PowerPoint, Teams and the Microsoft Office Platform are required.

Excellent interpersonal, written and verbal communication skills.

Benefits:

Competitive salary, health, FSA/HSA, dental, vision, disability, supplemental policies, 401k with employer contribution, PTO, holiday's and bereavement pay.

SouthCoast Health is an Equal Opportunity Employer and Drug-Free Workplace. Applicants selected for employment are subject to pre-employment drug testing.