Sr Executive Assistant-Office CEO

Job Summary

The Senior Executive Assistant - Office of the CEO provides high‑level support in‑person to the President and Chief Executive Officer, ensuring efficient operations through a wide range of executive, administrative, and office management functions. Requires exceptional communication and organizational skills, proven discretion with confidential matters, and the ability to manage complex tasks in a fast‑paced environment. Key responsibilities include project coordination, preparation of content, materials, briefings and presentations, event planning and acting as liaison with internal and external stakeholders.

Plays a key role in ensuring alignment of key projects led out of the Office of the CEO.

• Provides administrative support including preparation and drafts of meeting materials, letters, reports, memoranda and project presentations that may contain highly sensitive information and require discretion and judgment.
• Receives and screens all visitors and telephone calls for the President and Chief Executive Officer, answers inquiries concerning activities and operations for the department and handles complaints based on knowledge of Hospital Policy.
• Prepares drafts and/or edits correspondence, budgets and financial reports, and other written materials based upon President’s notes and/or guidance from Executive Services Leader.
• Provides support to handle public relations events, correspondence and coordinates physician and public interaction at the direction of the Executive Services Leader and/or the CEO and President.
• Acts as concierge for VIPs, coordinates medical appointments, walks VIPs through the system and makes sure everything runs smoothly.
• Takes calls from PBX Operators during night & weekend from physicians and VIPs needing assistance from the President’s Office.
• Collaborates with the Leadership Team & other contacts to gather data, prepare reports and presentations for internal/external meetings & events.
• Prepares agendas and takes minutes at senior staff meetings.
• Demonstrates judgment, discretion, and professionalism in handling sensitive and confidential information.
• Supports issues and challenges as needed in the administrative suites, and is an available resource to support team and the executives as needed.
• Participates in organizational leadership development activities such as Game Changers, TME Need to Know, attends Management Forum, Town Hall, Leadership Kickoff, and contributes as an organizational leader.
• Provides board support as needed, including taking minutes and performing the functions of a Board Secretary as directed by the CEO and President and/or the Executive Services Leader.

• Bachelor's Degree in Healthcare, Business or a related field
• 4‑7 years of providing support to executive level positions
• Advance level of proficiency in Microsoft Word, PowerPoint, Excel, Vizio, Canva and Adobe Acrobat

• 2‑3 years of experience supporting a CEO/President level
• Ability to take and transcribe meeting minutes
• Ability to learn new software applications
• Ability to meet strict deadlines
• Ability to perform job duties under stressful conditions
• Ability to work independently
• Able to relate cooperatively and constructively with clients and co‑workers
• Able to work with high‑level executives both inside and outside of the organization
• Able to prioritize and manage multiple projects simultaneously and follow through on issues in a timely manner
• Excellent verbal and written communication skills
• Excellent organizational, customer service, and interpersonal skills
• Experience in handling confidential information
• Knowledge of accounting skills
• Able to utilize discretion and independent judgment to develop financial reports

Job:
Management

Department: ADMINISTRATIVE SERVICES-

Job Status:
Full Time