Executive Assistant to St. Elizabeth Physicians President​/CEO

Executive Assistant to St. Elizabeth Physicians President/CEO Job Details

Job Type: Regular
Scheduled

Hours:

40

The Executive Assistant to SEP President/CEO will represent the President/CEO, Chief Medical Officer (CMO), and Associate General Counsel within their scope of authority. The Executive Assistant provides confidential administrative and operational support to the President/CEO, CMO, and Associate General Counsel. This role serves as a trusted assistant exercising sound judgment, discretion, professionalism, and initiative in managing executive priorities, communications, calendars, meetings, materials, and follow‑up.

The Executive Assistant will authorize and manage administrative expenses and oversee the logistical and administrative coordination of SEP Board of Directors and Governance Committee meetings. This position is responsible for managing the signature components of administrative budgets and contracts. The Executive Assistant will notarize documents as needed and serve as the primary contact for expense audits. A strong understanding of the organizational structure is essential to appropriately direct inquiries and manage complex and highly confidential matters presented to the President/CEO, CMO, and Associate General Counsel’s offices.

Additionally, this position will supervise executive assistant roles within the SEP corporate office.

• Understand and uphold SEP's Mission, Vision, and Values.
• Comply with all applicable laws and regulations.
• Highest level of customer service skills with wide range of constituents.
• Maintain confidential and sensitive information.
• Ensure a positive and friendly working relationship with members of administration and support staff.
• Highest level of organizational skills to manage work volume and urgency that may arise.
• Need for timeliness and promptness.
• Need for excellent, diplomatic communication skills with physicians and department leaders.
• Oversee management of all conference rooms.
• Support and plan meetings, forums, and special events.
• Manage calendars and aspects associated with meetings (location, food, directions, etc.).
• Telephone assistance.
• Greet and welcome visitors.
• Arrange travel as needed.
• Direct others when Executives are off‑site and assist in problem resolution.
• Manage document creation, archiving, updating and retrieval.
• Ensure electronic and paper files are complete and accurate.
• Responsible for drafting agendas and obtaining agenda approval from President/CEO, compiling and distributing Board and Committee meeting packets (including meeting notices), and completing attendance assessment to ensure a quorum.
• Secure appropriate materials from management for inclusion in the meeting packet and arrange physical aspects of the meeting from room reservations to refreshments, coordinating any outside attendees.
• Maintain record and minute maintenance.
• Maintain filing system for various executive documents such as business letters, financials, minutes, etc.
• Use folders, both electronic and hard copies, with appropriate titles.
• Maintain an organized supply closet, stocked at an appropriate level and easily located.
• Daily responsible for schedules, timesheets, and maintaining manageable workload for Executive Assistants within SEP corporate office.
• Assist with planning, organizing, and facilitating corporate functions.
• Meeting assistance and support (scheduling, reminders, packet assembly and distribution, minutes, and summaries).
• Keep office equipment in operating condition.
• Remain flexible as assignments change and prioritize duties independently to meet Executives' needs.
• Work early/late as needed to accomplish tasks or assist in meetings.
• Meet Executives to exchange work outside of the office environment when needed.
• Coordinate all scheduling for the Executive(s).
• Carry out duties enthusiastically and proactively with little direction and supervision.
• Project professional presence and interpersonal skills necessary to represent the senior executive office in all interactions.
• Other duties and responsibilities as assigned.

• Minimum:
  Associate’s Degree. Preferred:
  Bachelor’s Degree.
• Minimum 5+ years of executive level…