Executive Assistant -Administration - Days - FT

The Executive Assistant (EA) provides high-level administrative and operational support to assigned executive leadership. The EA anticipates needs, protects executive time, and ensures smooth day-to-day operations through expert calendar management, meeting coordination, document preparation, communcation triage, and office/facilities support. This role requires discretion, sound judgment, initiative, and strong customer service in a fast-paced healthcare environment. The EA may act in a facilities management role, depending on the location of the job assignment. Executive & Administrative Support Manage and maintain complex calendars for assigned executive(s) and designated leaders; proactively resolve conflicts and prioritize requests Draft, edit, proofread, and format correspondence, presentations, reports, and other documents with a high degree of accuracy Receive and triage calls, emails, and in-person requests; take accurate messages and route items to appropriate parties Maintain organized electronic and hardcopy files using established naming conventions and retention/privacy practices Provide administrative support for travel planning, itineraries, registrations, and related documentation, as applicable Handle time-sensitive documents and approvals; track items to completion and follow up on outstanding actions Meeting, Event & Governance Support Schedule, coordinate, and support meetings, committees, and leadership events (in-person and virtual), including room reservations and A/V setup Prepare agendas and meeting materials; capture minutes or action items as requested and distribute follow-up communications Coordinate catering/refreshments for meetings in accordance with department guidelines and vendor processes Maintain conference/meeting calendars and coordinate logistics with internal and external stakeholders Office Operations, Facilities & Vendor Coordination Coordinate office services and facilities requests, including cleaning, shredding, vending, HVAC, and printer/copier support in collaboration with approved vendors and stakeholders Order and maintain office, breakroom, and general building supplies; monitor inventory and reconcile deliveries/requests Support building operations during business hours by reporting maintenance issues, coordinating access/keys as directed, and escalating urgent concerns appropriately Review and route invoices and forms (e.g., department invoices, approved requests) according to established accounts payable/procurement processes Communication, Service & Team Support Serve as a professional liaison between executives, staff, physicians, vendors, and external partners; build collaborative relationships and respond with professionalism Support department communications (e.g., distribution lists, announcements) using approved channels such as Outlook and Microsoft Teams Assist staff with operational needs such as submitting help-desk tickets, coordinating workspace needs, and resolving parking/access issues per procedure Process Improvement, SOP & Reporting Support Maintain and update Executive Assistant and departmental SOPs; document new workflows and tools Support basic reporting, tracking, and distribution processes as assigned (e.g., compiling routine reports, tracking metrics, maintaining logs) using standard office and enterprise systems Identify opportunities to improve administrative workflows and recommend solutions to leadership Compliance & Confidentiality Maintains strict confidentiality and handles sensitive information with discretion, including personnel, financial, and operational data Complies with all Memorial Health System policies and procedures, including privacy and security requirements, and applicable laws and regulations Demonstrates ethical, professional conduct and serves as a role model for team-based behaviors and customer service

Education Requirements:

Required:

Associates degree in Administrative/Secretarial Science or related field; relevant experience may be considered in lieu of degree

Preferred:

Bachelors or Advanced Degree in Business, Office Management, or related field

Experience Requirements:

Required:

1-2 years of experience; advanced degree or certifications may be considered in lieu of experience Progressively responsible administrative or executive support experience. Previous experience supporting senior leaders in a healthcare environment, revenue cycle, finance, or similarly regulated setting

Knowledge:

Advanced proficiency with Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams) and familiarity with enterprise systems (e.g., Oracle Fusion/PeopleSoft, electronic health record or revenue cycle systems) as assigned

Skills:

Excellent written and verbal communication, strong attention to detail, ability to prioritize effectively and manage multiple deadlines, and proficiency with personal computers and office information systems

Abilities:

Executive presence, professionalism, and diplomacy Confidentiality and sound judgment Organizing, planning, and prioritizing work Customer service and relationship management Attention to detail and quality Adaptability in a fast-paced, frequently interrupted environment Continuous improvement mindset and willingness to learn new systems

Work Environment:

Office-based role with frequent phone, email, and in-person communication; frequent interruptions are expected. Requires ability to sit for extended periods with occasional standing, walking, bending, and reaching. Requires visual acuity and manual dexterity to process information, use computers, and assure accuracy of work. May occasionally lift or move office supplies and materials (typically up to 25 pounds).

Bloodborne Pathogen Exposure Category:

III (no routine exposure).

Physical Demands:

Frequent reaching, sitting, walking, and standing may be required. No special coordination beyond that used for normal mobility and handling of everyday objects and materials is needed to perform the job.