Executive Administrative Assistant

Executive Administrative Assistant

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.
• 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…