Executive Assistant to the CEO

Executive Assistant to the CEO Position Summary The Executive Assistant provides primary administrative and secretarial support to the Chief Executive Officer (CEO) and serves as a key liaison between executive leadership, the Board of Directors, hospital departments, and external organizations. This position requires exceptional organizational skills, professionalism, discretion, and the ability to work independently with minimal supervision in a fast-paced healthcare environment. The Executive Assistant manages executive communications, coordinates meetings and special events, prepares reports and presentations, maintains confidential records, and supports organizational initiatives, employee engagement activities, and community benefit projects. The individual in this role consistently produces high-quality, professional work while identifying opportunities for process improvement and operational efficiency.

Essential Duties and Responsibilities:

The following duties are representative of the position and are not intended to be all-inclusive. Additional responsibilities may be assigned as needed.

Executive & Administrative Support:

Provide direct administrative and secretarial support to the CEO. Manage and maintain the CEO's calendar, appointments, travel arrangements, and daily schedule. Prioritize competing demands and independently coordinate meetings, appointments, and deadlines. Compose, prepare, edit, and distribute confidential correspondence, reports, presentations, agendas, spreadsheets, and other business documents. Screen and prioritize incoming calls, emails, and communications. Maintain strict confidentiality and exercise tact, diplomacy, and professionalism in all interactions. Conduct research and compile information for executive decision-making and special projects as needed by CEO. Maintain organized filing systems, databases, and records in accordance with organizational policies.

Meeting Coordination:

Coordinate and schedule meetings for the Board of Directors, hospital committees, management team, and department leaders. Prepare meeting agendas, notices, resolutions, supporting materials, and presentation packets. Attend meetings and accurately record, transcribe, and distribute minutes and follow-up action items. Coordinate webinars, conference calls, and virtual meetings as needed. Maintain meeting schedules and ensure timely communication of meeting information.

Communication & Office Coordination:

Serve as a primary point of contact between the CEO, leadership team, team members, community organizations, and the public. Foster positive relationships through professional communication and customer service. Maintain historical records, scrapbooks, and archival materials for organizational and marketing purposes. Maintain and update databases, spreadsheets, and tracking systems accurately and efficiently.

Qualifications Education & Experience:

Associate degree in Business Administration, Healthcare Administration, or related field preferred. Minimum of three (3) years of progressively responsible executive or high-level administrative support experience required, preferably in healthcare or a professional office setting. Advanced proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, Outlook, and Teams.

Knowledge, Skills & Abilities:

Demonstrated ability to manage confidential and sensitive information with professionalism and discretion. Exceptional verbal and written communication skills, including strong grammar, spelling, and proofreading abilities. Strong organizational and time-management skills, attention to detail, hyper-focused on accuracy and precision. Ability to work independently, prioritize responsibilities, and meet deadlines in a fast-paced environment. Excellent interpersonal and customer service skills with the ability to interact effectively with employees, physicians, executives, board members, community organizations, and the public. Self-motivated and proactive with the ability to identify additional tasks to be completed to aid in process improvement.

Physical & Working Conditions:

Primarily sedentary office environment with frequent use of computers, phones, and office equipment. Scheduled evening or weekend hours may be required for meetings, events, or organizational activities. Ability to sit, stand, walk, bend, and lift office materials up to 20 pounds as needed. •All employment offers from CCMC are contingent upon the successful completion of the successful completion of pre-employment requirements which include a drug screening, physical, and background check. Executive Assistant to the

CEO 3.9 3.9

out of 5 stars 617 Liberty St, Clay Center, KS 67432 Clay County Medical Center 7 reviews Executive Assistant to the CEO Position Summary The Executive Assistant provides primary administrative and secretarial support to the Chief Executive Officer (CEO) and serves as a key liaison between executive leadership, the Board of Directors, hospital departments, and external organizations. This position requires exceptional organizational skills, professionalism, discretion, and the ability to work independently with minimal supervision in a fast-paced healthcare environment. The Executive Assistant manages executive communications, coordinates meetings and special events, prepares reports and presentations, maintains confidential records, and supports organizational initiatives, employee engagement activities, and community benefit projects. The individual in this role consistently produces high-quality, professional work while identifying opportunities for process improvement and operational efficiency.

Essential Duties and Responsibilities:

The following duties are representative of the position and are not intended to be all-inclusive. Additional responsibilities may be assigned as needed.

Executive & Administrative Support:

Provide direct administrative and secretarial support to the CEO. Manage and maintain the CEO's calendar, appointments, travel arrangements, and daily schedule. Prioritize competing demands and independently coordinate meetings, appointments, and deadlines. Compose, prepare, edit, and distribute confidential correspondence, reports, presentations, agendas, spreadsheets, and other business documents. Screen and prioritize incoming calls, emails, and communications. Maintain strict confidentiality and exercise tact, diplomacy, and professionalism in all interactions. Conduct research and compile information for executive decision-making and special projects as needed by CEO. Maintain organized filing systems, databases, and records in accordance with organizational policies.

Meeting Coordination:

Coordinate and schedule meetings for the Board of Directors, hospital committees, management team, and department leaders. Prepare meeting agendas, notices, resolutions, supporting materials, and presentation packets. Attend meetings and accurately record, transcribe, and distribute minutes and follow-up action items. Coordinate webinars, conference calls, and virtual meetings as needed. Maintain meeting schedules and ensure timely communication of meeting information.

Communication & Office Coordination:

Serve as a primary point of contact between the CEO, leadership team, team members, community organizations, and the public. Foster positive relationships through professional communication and customer service. Maintain historical records, scrapbooks, and archival materials for organizational and marketing purposes. Maintain and update databases, spreadsheets, and tracking systems accurately and efficiently.

Qualifications Education & Experience:

Associate degree in Business Administration, Healthcare Administration, or related field preferred. Minimum of three (3) years of progressively responsible executive or high-level administrative support experience required, preferably in healthcare or a professional office setting. Advanced proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, Outlook, and Teams.

Knowledge, Skills & Abilities:

Demonstrated ability to manage confidential and sensitive information with professionalism and discretion. Exceptional verbal and written communication skills, including strong grammar, spelling, and proofreading abilities. Strong organizational and time-management skills, attention to detail, hyper-focused on accuracy and precision. Ability to work independently, prioritize responsibilities, and meet deadlines in a fast-paced environment. Excellent interpersonal and customer service skills with the ability to interact effectively with employees, physicians, executives, board members, community organizations, and the public. Self-motivated and proactive with the ability to identify additional tasks to be completed to aid in process improvement.

Physical & Working Conditions:

Primarily sedentary office environment with frequent use of computers, phones, and office equipment. Scheduled evening or weekend hours may be required for meetings, events, or organizational activities. Ability to sit, stand, walk, bend, and lift office materials up to 20 pounds as needed. •All employment offers from CCMC are contingent upon the successful completion of the successful completion of pre-employment requirements which include a drug screening, physical, and background check.