Executive Administrative Assistant

Job Title:

Executive Administrative Assistant

Job Description

The Executive Administrative Assistant supports departmental leadership in managing projects and programs that enhance organizational integration and operational effectiveness within a hospital and clinic environment. This role provides leadership in financial administration, human resources support, communications, purchasing, inventory management, and general department operations. The position coordinates cross-functional projects and activities, serves as a liaison to internal customers and support departments, and maintains strong, positive relationships with vendors and key stakeholders.

Responsibilities

+ Coordinate and manage departmental projects from initiation through completion, ensuring that company resources are utilized appropriately and project schedules are maintained.

+ Document project phases and activities accurately and consistently, and ensure reporting is completed on time.

+ Lead and manage individual projects as they arise, identifying additional areas of opportunity for process and performance improvement.

+ Present project results and facilitate workshops, committee meetings, and other group sessions as needed.

+ Provide advanced administrative support and expertise in departmental administrative processes, including the flow of paperwork and documentation.

+ Serve as a key resource for human resources and recruitment processes, providing policy and procedure guidance to the management team.

+ Coordinate hiring activities for new employees, including initial departmental orientation and review of required training compliance.

+ Ensure timely submission and tracking of evaluations and personnel-related paperwork to support smooth departmental operations.

+ Oversee supplies and inventory management, including equipment and supply allocation for the department.

+ Facilitate periodic inventory reviews of equipment and prepare facility reports and other documentation as requested.

+ Track, analyze, and present cost management and resource utilization efforts at departmental staff meetings.

+ Plan, coordinate, and manage departmental events, meetings, and related logistics.

+ Coordinate requests for support from internal departments such as communications, housekeeping, engineering, and maintenance, ensuring quality work is completed on time.

+ Serve as the primary representative for data and phone communication coordination, including installation and maintenance activities.

+ Ensure that new hires receive the appropriate tools, access, and resources at the right place and time to perform their roles effectively.

+ Schedule and manage calendars, meetings, and appointments, ensuring appropriate preparation and follow-up.

+ Prepare, edit, and format documents, presentations, and reports using Microsoft Office applications, including Word, Excel, and PowerPoint.

+ Maintain accurate and organized file systems and records in line with standard office practices and confidentiality requirements.

+ Follow safety policies and procedures and incorporate ergonomic principles into daily work habits.

Essential Skills

+ Demonstrated experience in project coordination and project management within an administrative or operational environment.

+ Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook, with the ability to create and manage documents, spreadsheets, and presentations.

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Experience with calendar management, meeting scheduling, and general administrative support for a busy department or leadership team.

+ Excellent organizational and problem-solving skills with the ability to prioritize multiple and diverse tasks effectively.

+ Ability to manage multiple changing priorities while maintaining accuracy and attention to detail.

+ Ability to take direction and work effectively both independently and collaboratively with others.

+ Demonstrated ability to independently seek out and obtain information needed to complete tasks and resolve issues.

+ Proven ability to exercise good judgment and maintain discretion in handling confidential information and situations.

+ Excellent written and verbal communication skills, with the ability to communicate clearly and maintain a professional demeanor with a wide range of individuals, including clinical and administrative staff.

+ Strong sense of responsibility and ownership for assigned duties, with a professional approach to work.

+ Ability to maintain accurate and well-organized file systems consistent with standard office practices.

+ Strong critical thinking and time management skills, with the ability to develop effective work plans and meet deadlines.

+ Demonstrated interest in and ability to learn new software programs and office technologies as required.

+ Intermediate-level proficiency using computer software systems and office equipment, including Microsoft Office, Meridian phone systems, copiers, and fax machines.

+ Ability to follow safety policies and procedures and apply ergonomic…