Executive Assistant​/Operations Administration

Job Description

At Children’s, the region’s only full-service pediatric healthcare center, our people make us the very best for kids. Come cultivate your passion, purpose and professional development in an environment of excellence and inclusion, where team members are supported and deeply valued. Opportunities for career growth abound as we grow our services and spaces, including the cutting‑edge Hubbard Center for Children. Join our highly engaged, caring team—and join us in providing brighter, healthier tomorrows for the children we serve.

Children’s is committed to diversity and inclusion. We are an equal opportunity employer including veterans and people with disabilities.

Serve as the primary point of contact for the executive leadership in their area of focus, often responsible for acting on their behalf, with key stakeholders and partners, including the staff, physicians, Board, and partners.

• Assists with administrative support, including scheduling meetings and other administrative duties as assigned.
• Professionally deals with highly sensitive and confidential information; possesses very strong communication skills and is able to work in a fast‑paced, deadline‑driven environment.
• Completes a broad variety of administrative tasks that facilitate the Executive’s ability to lead the organization, including assisting with special projects, designing and producing complex documents, reports and presentations, collecting information for meetings, scheduling and maintaining calendars, coordinating travel arrangements, organizing and coordinating meetings, preparing agendas, and assisting with presentations.
• Answers questions from all levels of the organization with precision, accuracy and a sense of urgency.
• Advises and provides input and guidance to the strategic use of the Executive’s time.
• Communicates and cooperates with all levels of employees and external contacts in a way that represents the company positively and professionally.
• Prioritizes conflicting needs; handles matters quickly, proactively, and follows through on projects to successful completion, often under deadline pressures.
• Processes various invoices and reports.
• Researches and answers questions regarding company policies and procedures.
• Assists with tracking department contracts, ensuring they are in the organization’s database.
• Tracks usage of executive VISA and reconciles monthly statements; provides administrative support by delivering strategic analysis and reports with results.
• Performs a variety of communication functions, including drafting broad communications, coordinating events, scheduling meetings, and arranging travel, including international travel.

• Associate’s degree in a related field. Equivalent work experience may substitute for education required.

• Minimum seven years of administrative assistant experience required.

• Ability to deal professionally and effectively with employees at all levels in the organization, Board members and the public.
• Ability to use the computer and other modern technology found in the health system environment.
• Proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint), Adobe Acrobat, and social media web platforms.
• Very strong interpersonal skills and the ability to build relationships with key stakeholders.
• Strong organizational skills and the ability to manage multiple tasks and projects simultaneously such as meetings, coordinating events, and maintaining projects.
• Ability to be confident in decision making and problem solving.
• Ability to understand and work in a dynamic environment.
• Strong attention to detail.
• Ability to draft, proofread, and edit documents and written communications.
• Maintains a strong professional demeanor as well as enthusiasm in representing Children’s goals and objectives.
• Always manages and maintains confidential information.
• Multi‑task oriented and prioritizes work.

• A valid driver’s license may be required.