Administrative Assistant II

At Deaconess, our mission is to advance the health and well-being of our community with a compassionate and caring spirit.

• Manage and coordinate the President’s and senior executives’ calendars, meetings, and appointments.
• Coordinate executive meetings and functions, including agendas, meeting rooms, catering, attendees, and meeting minutes.
• Arrange and coordinate executive travel in accordance with organizational policies.
• Prepare, proofread, edit, and distribute correspondence, reports, presentations, and confidential documents.
• Maintain accurate and confidential office records, contracts, agreements, and organizational information.
• Maintain documentation supporting regulatory compliance, including administrative board minutes, directors’ meeting minutes, leadership documentation, and contracts.
• Coordinate and prepare documentation for bond reports and other assigned organizational requirements.
• Coordinate the distribution and collection of annual Conflict of Interest questionnaires.
• Prepare and maintain administrative on-call schedules and system-wide organizational charts.
• Schedule and coordinate system-wide employee town hall meetings.
• Serve as a professional point of contact for employees, patients, visitors, and the public.
• Provide direction and support to other executive assistants and administrative secretaries.
• Assist with special projects, events, and other administrative responsibilities as assigned.
• Maintain a commitment to positive customer service, confidentiality, safety, and organizational standards.

• Associate degree in Office Administration or a related field, or equivalent experience in lieu of education.
• 5+ years of executive-level administrative or secretarial experience.
• Ability to work independently, prioritize effectively, and manage multiple tasks under pressure.
• Strong organizational skills and attention to detail.
• Advanced knowledge of grammar, spelling, punctuation, and professional business communication.
• Working knowledge of business and healthcare terminology.
• Comprehensive knowledge of hospital operations, organizational procedures, policies, and staff.
• Strong communication and interpersonal skills with the ability to interact professionally with executives, employees, physicians, patients, and the public.
• Proficiency with Microsoft Office and standard office technology.

Equal Opportunity Employer
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