Executive Assistant, Nursing Administration, 40 Hours (Days)

JOB SUMMARY:

To facilitate Executives’ abilities to effectively lead the organization and their respective teams, the Executive Assistant provides comprehensive administrative support to two key System leaders: Chief Nursing Officer and Chief Operating Officer. The Executive Assistant supports daily business operations of their leaders by creating communications and serving as the coordinator for all Senior Leadership activities, both internally and externally.

ESSENTIAL RESPONSIBILITIES / DUTIES:​​

• Schedules meetings, tracks responses; maintains and coordinates each executive’s complex schedule, including meetings with internal and external stakeholders; prioritizes conflicting demands and ensures timely attendance and preparation.  

• Manages incoming and outgoing communications by composing and preparing correspondence; handles inquiries with professionalism and discretion. 

• Plans and coordinates travel including developing itineraries, submitting event registrations, and managing logistics.  Ensures travel plans align with business objectives. 

• Administrative support: Provides general administrative support including submitting expense and mileage reports, processing invoices, managing timecard approvals, and other ad hoc tasks as required to ensure smooth operations.

• Assists with troubleshooting any technical issues requiring IT support. 

• Solicits meeting materials and agendas in a timely fashion; coordinates audio-visual and technology requirements, orders catering services, prepares accurate and professional information packages for meetings and ensures timely distribution, as needed.

• Takes and prepares minutes of meetings, as required. 

• Maintains confidential documents, files, and records to ensure accurate organization, version control, and accessibility. Updates contact lists and office documentation.

• Designs and produces documents, reports, and presentations, as needed. 

• Supports the executive office floor, orders supplies, coordinate with other departments regarding logistical matters (e.g. scheduling, parking, facilities and IT requests)

(The above statements in this job description are intended to depict the general nature and level of work assigned to the employee(s) in this job. The above is not intended to represent an exhaustive list of accountable duties and responsibilities required)

REQUIRED EDUCATION AND EXPERIENCE:

• Associate’s degree in a related field and 3-5 years of progressively more responsible positions in office administration; or equivalent combination of education and experience, required.

PREFERRED EDUCATION AND EXPERIENCE:

• 1-2 years professional work experience with project management, data management, or related experience highly preferred.   

• Bachelor’s Degree preferred

Equal Opportunity Employer/Disabled/Veterans

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