Executive Assistant, CEO - Valencia County Hospital

Job Description

Job Description

Position Summary

The Executive Assistant to the Chief Executive Officer provides high-level executive, administrative, and project management support to the CEO and serves as a key liaison between executive leadership, the Board of Directors, physicians, department leaders, community partners, and external stakeholders, often requiring deep familiarity with healthcare regulations, terminology, and compliance standards. The position requires exceptional judgment, discretion, organizational skills, and the ability to manage multiple priorities in a fast-paced healthcare environment. Upholds and supports the hospital’s mission, goals, and objectives. Perform other miscellaneous job-related duties as assigned.

Essential Duties and Responsibilities Executive Support

• Manage the CEO's complex calendar and scheduling.
• Coordinate internal and external meetings.
• Prioritize appointment requests and competing demands.
• Arrange business travel and prepare itineraries.
• Screen phone calls and correspondence.
• Prepare agendas, briefing materials, and meeting packets.
• Draft correspondence, reports, presentations, and speeches.
• Track action items and ensure timely follow-up.
• Manage, track, and reconcile the CEO’s monthly corporate travel and expenses.

Board of Directors Support

• Coordinate Board and committee meetings.
• Prepare Board books and supporting documentation.
• Maintain Board records and governance documents.
• Record, archive and distribute meeting minutes.
• Ensure compliance with Board meeting schedules and regulatory requirements.
• Coordinate Board member onboarding and communications.

Executive Office Administration

• Manage confidential executive files.
• Maintain CEO correspondence and records.
• Monitor executive office budget and purchasing.
• Coordinate office operations and administrative processes.
• Manage executive contracts and important organizational documents.

Communication & Liaison

• Serve as the primary point of contact for the CEO.
• Coordinate communications among executives, physicians, directors, and community leaders.
• Represent the CEO professionally when interacting with internal and external stakeholders.
• Facilitate communication between departments.
• Handle sensitive inquiries with professionalism and confidentiality.

Project Coordination

• Assist with strategic initiatives.
• Monitor executive project timelines.
• Coordinate organization-wide initiatives assigned by the CEO.
• Prepare reports and dashboards.
• Conduct research and gather data for executive decision-making.

Meeting Management

• Schedule executive leadership meetings.
• Prepare meeting agendas.
• Compile presentation materials.
• Record minutes when appropriate.
• Track assignments and deadlines resulting from meetings.

Confidentiality & Compliance

• Handle highly confidential personnel, financial, legal, and patient-sensitive information.
• Ensure HIPAA compliance.
• Maintain discretion with executive-level communications.
• Follow organizational policies regarding confidentiality and records management.

Event Coordination

• Coordinate executive events.
• Organize physician recognition events.
• Assist with community outreach functions.
• Coordinate leadership retreats.
• Support fundraising and donor events when applicable.

Salary range: $65,000 - 75,000

Valencia County Hospital is a new 15-bed acute care facility currently under construction in Los Lunas, NM. Owned by Valencia County and operated through a joint venture between Community Hospital Corporation (CHC) and Lovelace Health System, this startup represents a vital investment in rural healthcare and a unique opportunity to build clinical excellence from the ground up.