Senior Executive Administrative Assistant

BASIC FUNCTION

The Executive Assistant provides crucial high-level administrative support to the senior leadership team and assists with the efficient operation of the organization, performing a wide range of administrative duties, managing complex calendars, coordinates meetings, and maintaining confidential information. This role requires exceptional organizational skills, attention to detail, and the ability to work independently in a fast-paced healthcare environment.

PRIMARY RESPONSIBILITIES AND DUTIES

1. Executive Support:
   1. Provide high-level administrative support to the senior leadership team, including the CEO, CFO, COO, CMO, CNO, CCO, CHRO, and other key leaders.
   2. Manage calendars, schedule appointments, and coordinate meetings, ensuring all necessary materials are prepared and distributed in a timely manner.
   3. Prioritize and manage incoming communications (phone calls, emails, mail), responding or redirecting as appropriate.
   4. Prepare and proofread correspondence, reports, presentations, and other documents as requested.
2. Meeting and Event Coordination:
   1. Coordinate and schedule internal and external meetings, including logistics, room bookings, audiovisual setup, and catering arrangements.
   2. Prepare meeting agendas, minutes, and action items, ensuring follow-up and timely completion of tasks.
   3. Assist in the organization of special events, conferences, and board meetings, coordinating travel arrangements, accommodations, and registration.
3. Document and Information Management:
   1. Maintain organized electronic and physical filing systems, ensuring documents and records are properly stored and easily retrievable.
   2. Manage confidential and sensitive information with discretion, adhering to privacy and security policies and regulations.
   3. Assist in the preparation and distribution of board materials, reports, and other important documents.
   4. Conduct research, gather data, and compile information to support decision-making and project initiatives.
4. Administrative Support:
   1. Provide general administrative support to various departments and teams within HealthPoint as needed.
   2. Process and track expense reports, purchase orders, and invoices, ensuring accuracy and compliance with financial policies.
   3. Assist in the preparation and monitoring of budgets, maintaining financial records, and generating reports as requested.
   4. Coordinate and facilitate internal communications, such as staff announcements, newsletters, and updates.
5. Office Management:
   1. Maintain inventory of office supplies and equipment, monitoring stock levels and placing orders as necessary.
   2. Coordinate maintenance and repair requests for office equipment, ensuring a functional and efficient working environment.
   3. Assist in the onboarding of new employees, including preparing workspaces, coordinating IT setup, and providing orientation materials.
   4. Collaborate with facilities management to ensure the cleanliness, safety, and security of the office environment.
6. Relationship Management:
   1. Build and maintain positive relationships with internal and external stakeholders, including staff, board members, vendors, and community partners.
   2. Serve as a point of contact and liaison between the executive team and internal/external stakeholders, addressing inquiries and requests promptly and professionally.
   3. Provide exceptional customer service, demonstrating a helpful and friendly attitude in all interactions.
7. Process Improvement:
   1. Identify opportunities to streamline administrative processes and improve efficiency, proposing and implementing appropriate solutions.
   2. Stay updated on administrative best practices, tools, and technologies, and make recommendations for process enhancements and automation.
   3. Participate in organizational projects and initiatives, providing administrative support and contributing to their successful implementation.
8. Performs other duties as assigned.
   1. Effectively carries out tasks and responsibilities beyond core job duties and primary role. The additional duties may vary from time to time and encompass a wide range of activities that contribute to the overall success of the organization (floating, schedule variations, assisting co-workers, patients, visitors, customers, leaders, and other stakeholders in support of the organization.)