Executive Assistant

Executive Assistant

Reporting directly to the Vice President, Executive Services, the Executive Assistant to an Executive Vice President (EVP) must be highly organized, exercise exceptional discretion with sensitive information, and function as a central liaison between the EVP, other Northern Light Health executives, board members, and external partners. Maintains a close and highly responsive relationship regarding day-to-day office management activities with the EVP, acts as a liaison to the EVP's direct reports and facility-level executive teams;

organizes and coordinates executive outreach and external relations efforts; oversees special projects. Work requires knowledge and understanding of the institution's mission and vision, strategic plan, financial sustainability efforts, programs, and procedures.

Using critical thinking skills, this position works independently on projects, from conception to completion, exercising confidentiality, professionalism, and discretion. Demonstrates commitment to continuous quality improvement and to providing outstanding service to internal and external stakeholders and maintaining an overall standard of excellence for the Office of the EVP. Improves efficiency by supporting the organization's strategic priorities, managing day-to-day tasks thereby providing executive leadership focus on strategic decision-making.

Prioritizes important communications or tasks to support seamless workflows for executives, customers, and colleagues.

Demonstrates self-motivation with an ability to work both independently and collaboratively.

Office/Project Management & Reporting:

• Perform comprehensive office/project management duties to ensure operational efficiency.
• Ensure the EVP is supported in executing on their objectives.
• Effectively anticipate and prioritize competing demands, manage issues proactively and expeditiously, and ensure consistent follow-through. Provide logical, innovative and creative solutions.
• Function as a key communication bridge between the EVP's office and internal departments as well as external constituencies, effectively maintaining the highest levels of professionalism, credibility, trust, and support.
• Track, communicate, and follow up on action items from leadership and staff meetings. Synthesize performance data and prepare presentations and reports for key stakeholders, including Boards.
• Research, prioritize, and follow up on incoming issues and concerns. Assess and determine appropriate course of action, referral, or response to ensure timely and effective resolution.
• Develop and maintain a process to ensure timely policy review/renewal according to the policy standards.
• Manage end-to-end contract administration for the EVP Office, including stakeholder coordination, approval routing, executive signatures, document tracking, and contract maintenance.

Gatekeeping & Communication:

• Serve as the primary point of contact and represent the office of the EVP. Triage the EVP's inbox, compose and prepare correspondence, and screen calls to facilitate the executive's time and focus. Impeccable written and verbal communication skills.
• Keep the EVP and team members informed of upcoming commitments, deadlines, and responsibilities. Proactively track projects, provide timely follow up, and ensure successful completion through effective coordination, consistent communication, and support for timely decision making.
• Foster and maintain strong, trusting professional relationships with executives, peers, customers, co-workers, and stakeholders.

Strategic Calendar Management:

• Proactively manage complex and dynamic calendars. Resolve scheduling conflicts, prioritize high-level meetings, and ensure the EVP is fully briefed and prepared for all commitments.
• Schedule appointments and meetings (including web-based meetings, e.g. Zoom and Microsoft Teams) to maximize time and availability, assure calendars are maintained accurately and efficiently. Evaluate meeting requests and prioritize based on knowledge of strategic importance of subject matter.
• Partner with the CEO Office and Governance Operations to support and execute projects and priorities related to…