Executive Assistant, Hospital Administration

UI Health Care has an opportunity for a skilled Executive Assistant to provide high-level administrative, operational, and project coordination support to the Administrative Chief of Staff, while serving as a trusted resource for the Chief Executive Officer, Hospital Administration, and the Chief of Staff leadership team. This position is responsible for coordinating executive operations, supporting strategic initiatives and enterprise priorities, facilitating leadership meetings, managing executive office operations, and ensuring efficient administrative processes across Hospital Administration. The role requires exceptional judgment, discretion, organizational awareness, and the ability to independently manage multiple complex priorities in a fast-paced executive environment.

Position Responsibilities:

Executive Support and Management

• Provide primary executive administrative support to the Administrative Chief of Staff and secondary support to the Chief Executive Officer and designated Hospital Administration executives as requested.

• Provide administrative and operational support to the Chief of Staff leadership team, including the Office of Rural Health, enterprise initiatives, and other strategic programs as assigned.

• Serve as a trusted partner to executive leadership by anticipating needs, independently managing competing priorities, and ensuring seamless execution.

• Manage complex executive calendars, balancing organizational priorities while coordinating with internal and external stakeholders.

• Coordinate executive meetings from planning through execution, including scheduling, agenda development, meeting materials, minutes, action items, and follow-up.

• Prepare executives for meetings by compiling briefing materials, background information, and discussion topics.

• Coordinate executive travel, itineraries, reimbursements, and associated logistics.

• Plan and coordinate executive events, leadership retreats, candidate visits, and special meetings.

• Manage Hospital Administration conference room scheduling, meeting logistics, and AV support.

• Provide backup reception support for the executive office as operational needs require.

Strategic Operations and Project Coordination

• Coordinate administrative operations for strategic initiatives led by the Administrative Chief of Staff and Hospital Administration leadership.

• Manage scheduling of the quarterly DEO/CEO meeting series, maintaining an organized cadence and coordinating meeting dates with key stakeholders.

• Coordinate recurring executive leadership meetings, including Director Staff, Management Staff, and other assigned leadership forums.

• Coordinate administrative operations supporting the UI Health Care Critical Access Hospital Network and Office of Rural Health initiatives, including meetings, communications, scheduling, and project coordination.

• Develop meeting agendas in partnership with executive leadership and prepare supporting materials.

• Capture key decisions, maintain action-item logs, and monitor follow-up activities to ensure accountability and timely completion.

• Coordinate cross-functional projects and administrative workflows involving multiple departments and executive leaders.