Senior Administrative Assistant

Job Summary

Senior Administrative Assistant responsible for providing high‑level administrative support to hospital leadership, coordinating executive meetings, overseeing regulatory documentation, and managing communications and events for the Senior Executive Office.

• Provides administrative support to hospital leadership, including scheduling, meeting coordination, event planning, and other administrative duties as assigned.
• Fosters positive relationships in all interactions with patients, employees, customers, and visitors.
• Maintains the highest level of professionalism while ensuring strict confidentiality.
• Composes, types, and transcribes correspondence, forms, reports, meeting minutes, presentation materials, and other written communications.
• Coordinates and prepares for senior leadership and department director meetings, including recording meeting minutes as needed.
• Plans and completes special projects and assignments for the CEO, including organizing Board and Leadership retreats, social events, and other requested activities.
• Prepares the Administrative Call Schedule and completes applications and required documentation for the hospital license, AHA annual survey, VHHA annual survey, and other regulatory requirements necessary to support ongoing facility operations.
• Answers and screens telephone calls for the CEO, CNO, and CFO.
• Collects, distributes, opens, sorts, prioritizes, and delivers mail for the CEO, CNO, and CFO.
• Schedules and maintains the CEO’s appointment calendar.
• Orders office supplies, coordinates maintenance and repairs for office equipment, and submits work orders as needed.
• Ensures administrative department timecards and timesheets are processed accurately and in a timely manner.
• Maintains a working knowledge of Joint Commission standards applicable to the administrative department.
• Prepares agendas, presentation materials, meeting minutes, and other documentation for meetings and events as assigned.
• Assists with the preparation and distribution of Board of Trustees meeting packets, schedules meetings, communicates updates to Board members, and maintains current Board of Trustees bylaws in coordination with the Health System Center (HSC).
• Forwards recommendations requiring DLP Joint Venture Board approval to the appropriate HSC contact.
• Prepares materials for Board meetings, coordinates with the accountant for the presentation of annual financial statements, and forwards invoices and applications for processing.
• Plans and coordinates special events and functions as requested.
• Partners with the HSC Recruitment Department to coordinate executive‑level interviews.
• Assists with planning and coordinating quarterly Town Hall meetings, including scheduling meeting space, ordering food, purchasing employee prizes, updating presentation materials, and distributing employee communications.
• Processes monthly invoices using a P‑Card and renews quarterly subscriptions.
• Processes Kronos edit slips for the administrative department.
• Maintains and coordinates contract files for all entities, serves as the system administrator for Medi Tract and Contract Collaborator, notifies executive leadership and department managers of upcoming contract expiration dates, and ensures all contract renewals are completed on time.

• Education: Associate Degree in Administrative Support, Office Management, or related experience preferred;
  High School Diploma required.
• Experience: Three years of administrative experience required.
• Skills and Abilities:
  • Excellent oral and written communication skills, with experience using Microsoft Office, Excel, Word, PowerPoint, Outlook, and TEAMS.
  • Requires critical thinking skills, decisive judgment, and the ability to work with minimal supervision; ability to work in a stressful environment and take appropriate action, in accordance with facility Code of Conduct and Core Values.
  • Previous experience on Lawson, Kronos, and Laborlytics software preferred.
  • Must work closely with CEO, CNO, CFO, People Services Director, Department Managers, Board of Directors and Medical Staff.
  • Ability to work normal business hours and overtime as needed.
  • Verbal and written ability to…