Executive Assistant Admin Ops

Whatever the role, everyone at Grady is part of something bigger. Choosing a career at Grady is choosing to be part of a legacy of service and commitment to our communities. If you want to make a difference, we want to hear from you.

Job Summary

The Executive Assistant Admin Ops specifically supports Chief, EVP, and above. relieves the executive of administrative type functions in order to increase the time an executive has available for executive level responsibilities.  Handles a wide variety of situations and conflicts involving the clerical and administrative function of the office.  Handles and is privy to confidential and time sensitive material while maintaining strictest confidentiality.  Prepares routine and advanced correspondence including letters, memoranda, agenda, schedules, and reports.  Screens calls, makes travel arrangements, prepares reports and financial data, trains and supervises other support staff, and performs customer relations and internet research.

Responsibilities

• Prepares internal and external correspondence, either from draft or dictation, using a universally accepted format with emphasis on correct grammar, punctuation, and spelling.

• Works closely with leadership in the preparation of materials for Board committee meetings, Leadership Meeting, and maintains files in orderly manner for easy retrieval.

• Prioritizes and manages multiple projects simultaneously and follows through on issues in a timely manner.  Cyclical projects are identified and planned for to include securing materials and communicating with other executive assistants and leaders who contribute to project success.

• Develops protocol to monitor departmental budget and assists in preparation of divisional budgets for presentation to Finance.

• Maintains meeting documentation, daily schedule(s) of the Senior Vice President and above, computer files, and individual personnel files.

• May accept calls on the behalf of the Senior Vice President and above. Direct caller as appropriate, record. and deliver messages in an accurate and timely manner. Keeps executive abreast of calls and correspondence directed to executive, generally, and in instances where callers are redirected to others.  Keeps complete call record and status of each call disposition.  Help organize, prioritize, and track that all calls are returned timely. Responding on behalf of the Sr. VP and above as appropriate.

• Facilitates communication as requested. Assist in generating, creating, and delivering of all communications as requested.

• Gather and review incoming mail. Opens, sorts, and delivers mail in a timely manner. When needed, hand delivers documents as requested and delivers mail directly to the post office to ensure timely receipt.

• Makes travel arrangements when necessary.

• Gathers data and prepares recommendations and reports in presentable and acceptable format as directed within established time frames. Records minutes of internal meetings as requested.

Qualifications

• High School Diploma or GED

• BA - Business Administration/Management

• Experience supporting at the C-Suite level is required.

• Prior experience working with executive committees, Request for Proposals (RFPs)/Request for Information (RFI)

• Experience with Workday and Concur preferred

Core Competencies
These competencies reflect the values and behaviors expected of all Grady team members, regardless of role. They ensure that every employee contributes to safe, high-quality care, positive patient experience, and a collaborative work environment.

1. Patient-Centered Care – Demonstrates a commitment to delivering safe, compassionate, and high-quality care that prioritizes the well-being and satisfaction of patients and their families.
2. Integrity & Accountability – Acts ethically, maintains confidentiality, and accepts responsibility for actions, decisions, and outcomes.
3. Collaboration & Teamwork – Builds positive relationships, works effectively across departments, and supports colleagues to achieve shared goals.
4. Communication – Communicates clearly, respectfully, and effectively with patients, families, colleagues, and leadership.
5. Respect & Inclusion – Creates an inclusive environment by valuing diversity, treating others with dignity, and ensuring equitable care and opportunities for all.
6. Quality & Safety – Adheres to best practices, regulatory standards, and policies to ensure safe, reliable, and high-quality outcomes.
7. Adaptabi