Executive Assistant | Administration | Day | Full-Time

Overview

Performs advanced, diversified and confidential secretarial and administrative duties for hospital executive management, requiring broad and comprehensive experience, skill and knowledge of organization policies and practices. Functions as a private secretary and handles confidential matters. Coordinates work flow and schedule of other executive administrative support personnel through scheduling, time off, meal and break periods.

Responsibilities

1. Executive calendar management: Can manage complex, high-volume schedules for the CMO, and proactively resolve conflicts and reprioritizes as demands shift.
2. AI-driven productivity: Uses AI tools (e.g., Microsoft Copilot, or similarly approved application) to summarize meetings, prepare briefing materials, streamline routine workflows, and summarize data. Stays current on new tools that improve office efficiency.
3. Communication gatekeeping: Triages email, calls, and requests, routing issues to the right leaders and flagging time-sensitive matters such as patient safety events, regulatory deadlines, and concerns.
4. Meeting and document preparation: Prepares agendas, pre-reads, and presentations, records action items, and follows up to ensure deliverables are completed on time.
5. Confidentiality and professionalism: Handles sensitive information, including peer review, credentialing, personnel, financials, and PHI, with discretion and full HIPAA compliance, and represents the CMO and CFO’s offices professionally to internal and external partners.
6. Qualifications: At least 5 years of executive-level administrative support preferred, preferably in healthcare, with demonstrated proficiency in Microsoft 365 and experience with AI productivity tools. Must be highly organized, detail-oriented, and able to anticipate needs.
7. Schedule: Full-time, Monday–Friday, 7:00 a.m.–3:30 p.m., with occasional flexibility for early board meetings or urgent issues.

Qualifications

Required Education

• High School Diploma

Preferred Education

• AA Degree, Secretarial Certification, Medical Terminology Certification.
• College coursework in secretarial science or business or a combination of bachelor level education and secretarial experience.

Necessary Skills

• Ability to work with minimal supervision. Ability to handle multiple tasks at once.
• Ability to type 55-60 correct words per minute, word processing and spreadsheet application (Microsoft Office products Word, Excel, PowerPoint), working knowledge of Microsoft Outlook or comparable system.
• Perform shorthand/speedwriting and transcription as required.
• Possess strong interpersonal and customer service skills.

Required Experience

• 3-5 years at an Executive Assistant Level or experience providing support to Executive Leadership.