Executive Assistant to the Chief Operating and Nursing Officer

Thundermist's Mission - To improve the health of our patients and communities by delivering exceptional health care, removing barriers to that care, and advancing healthy lifestyles.


Job Description
Job Title: Executive Assistant Reports to: Chief Operating and Nursing Officer
Department: Admin - Executive FLSA Status: Exempt
Job Grade: 10 Version Date: January 2026
General Responsibilities:
The Executive Assistant (EA) to the Chief Operating Officer / Chief Nursing Officer provides high-level administrative, operational, and strategic support to an enterprise clinical and operational executive. This role functions as a trusted partner and extension of executive leadership, enabling focus on organizational strategy, clinical excellence, risk mitigation, and operational performance across multiple clinical sites and service lines.

The Executive Assistant manages complex executive-level communications and materials, ensures follow-through on key initiatives, and serves as a central point of coordination across clinical, operational, and administrative leaders. Success in this role requires sound judgment, discretion, strong organizational skills, and the ability to manage competing priorities in a fast-paced healthcare environment.

Qualifications:
Required

Bachelor’s degree or equivalent professional experience

Minimum of 5 years of experience supporting senior or executive-level leaders

Exceptional organizational, time management, and communication skills

High degree of professionalism, discretion, and emotional intelligence

Strong written communication skills, with the ability to draft materials in an executive voice

Proficiency with Microsoft Office and collaboration platforms (Outlook, Word, PowerPoint, Teams, SharePoint)

Preferred

Experience in healthcare, public health, or a complex, regulated environment

Familiarity with clinical operations, compliance, or quality initiatives

Experience supporting enterprise-level or multi-site leadership

Significant Job Functions:
Organizational Communication Pathways & Information Flow

Create, document, and maintain clear organizational communication pathways on behalf of the COO/CNO to ensure timely, accurate, and consistent information flow across the organization

Partner with executive leadership to determine appropriate channels for communication (email, SharePoint, meetings, leadership forums, cascading messages)

Coordinate and manage the distribution of executive communications, ensuring messages reach the intended audiences with clarity and consistency

Maintain and update standardized communication tools, templates, and distribution lists used by the executive office

Track key organizational communications to ensure follow-through, awareness, and alignment across clinical and operational teams

Support message sequencing and timing to reduce confusion, duplication, or communication fatigue

Serve as a point of coordination for cross-departmental communications tied to enterprise initiatives, operational changes, and clinical priorities

Organize and maintain executive files, documents, SOPs, and reference materials

Executive & Calendar Management

Manage and prioritize a complex executive calendar across clinical operations, governance meetings, external stakeholders, and internal leadership commitments

Anticipate scheduling conflicts and proactively adjust based on urgency, organizational impact, and risk

Prepare daily and weekly executive agendas with clear objectives and priorities

Meeting Preparation, Documentation & Follow-Up

Prepare briefing materials for meetings, including agendas, background information, and decision points

Attend meetings as assigned to capture decisions, action items, and ownership

Maintain tracking tools to ensure timely follow-up and accountability across leaders and departments

Strategic & Operational Support

Draft, proofread, and format executive-level communications, presentations, and reports

Support enterprise initiatives related to clinical operations, patient access, workforce development, quality, and risk management

Track timelines, milestones, and deadlines for executive-sponsored projects and regulatory initiatives

Coordinate cross-functional workgroups and leadership forums

Relationship & Culture Support

Serve as a professional and discreet representative of the executive office

Foster positive working relationships across clinical, operational, and administrative teams

Support onboarding and coordination for senior leaders working closely with the COO/CNO

Maintain confidentiality relate