Sr Administrative Assistant – St. Mary's Hospital

• Serves as the support partner for a fast-paced hospital executive suite, supporting multiple C‑Suite leaders simultaneously
• Trusted partner to senior leadership…when this office runs well, the hospital runs well

Location-St Mary's Hospital

• Serves as the support partner for a fast-paced hospital executive suite, supporting multiple C‑Suite leaders simultaneously
• Trusted partner to senior leadership…when this office runs well, the hospital runs well

• Manages complex, high-volume calendaring for multiple C‑Suite executives, including scheduling meetings, resolving conflicts, and anticipating needs
• Coordinates and tracks document signatures (Docu Sign or similar), ensuring timely execution of contracts, approvals, and compliance documents
• Screens and prioritizes executive correspondence, calls, and requests with professionalism and discretion
• Prepares agendas, meeting materials, and follow-up action items for leadership meetings and board sessions
• Maintains organized filing systems (digital and physical) for executive records, contracts, and reports

• Runs the day-to-day operations of the executive office to ensure seamless, uninterrupted workflow across the hospital
• Manages office supplies, vendor relationships, and facilities coordination for the executive suite
• Serves as the primary point of contact for internal departments and external partners reaching out to the C‑Suite

• Plans, coordinates, and executes hospital-wide events including town halls, leadership retreats, recognition ceremonies, and community events
• Manages all event logistics: venue booking, catering, AV, signage, RSVPs, run-of-show, and post-event follow-up
• Partners with department heads and external vendors to ensure events align with the hospital's mission and brand standards
• Handles events of varying scale — from intimate executive dinners to all-staff celebrations of 500+

• Develops and manages a structured internal communications calendar to ensure timely and consistent messaging across the organization
• Drafts, edits, and distributes executive communications including newsletters, memos, announcements, and staff-wide updates
• Manages hospital TV display systems (digital signage) — creates, schedules, and updates content to keep staff informed and engaged
• Collaborates with department leaders to gather content and ensure messaging reflects organizational priorities
• Maintains a consistent voice and professional tone across all written and visual communications

• Facilitates executive meetings, cross-departmental working sessions, and leadership forums — manages agendas, keeps discussions on track, and captures key decisions and action items
• Creates and maintains tracking systems for commitments, follow-ups, and recurring deliverables across the C‑Suite
• Coordinates logistics for committees, task forces, and interdepartmental initiatives involving executive sponsors

• Leads and manages small to mid-size administrative and operational projects from initiation through completion
• Builds project timelines, assigns tasks, tracks milestones, and communicates progress to executive sponsors
• Identifies and resolves obstacles proactively, escalating appropriately when needed
• Interfaces with clinical and non-clinical departments to gather information, align stakeholders, and move projects forward

• 5+ years of executive administrative experience, preferably in healthcare or a similarly complex environment
• Demonstrated experience supporting C‑Suite or senior leadership
• Exceptional written communication skills — able to write clearly and professionally on behalf of…