Hospital Executive Assistant

Executive Assistant

Job Summary

We are seeking an experienced and highly organized Executive Assistant to provide comprehensive administrative support to C-suite executives and senior leadership within a large healthcare organization. The ideal candidate will be professional, discreet, detail-oriented, and able to manage multiple priorities in a fast-paced, highly structured environment.

This Executive Assistant position requires excellent judgment, communication, organization, and time-management skills, along with the ability to work independently while supporting CEOs, executives, and other senior leaders and interacting with staff at all levels of the organization.

Responsibilities

• Provide high-level administrative and organizational support to C-suite executives, CEOs, and senior leadership
• Manage complex calendars, schedules, meetings, and appointments for executive leadership
• Coordinate and schedule internal and external meetings, including preparing meeting materials and agendas
• Arrange conference calls, virtual meetings, and other executive meetings
• Prepare, format, proofread, and edit correspondence, reports, presentations, and other executive documents
• Prepare meeting agendas, presentations, reports, spreadsheets, and other materials for C-suite executives
• Prepare and run financial reports, expense reports, budget reports, and other financial documentation as needed
• Assist executives with tracking departmental expenses, financial information, budgets, and reporting requirements
• Coordinate travel arrangements, itineraries, reservations, and related logistics
• Screen and prioritize phone calls, emails, correspondence, and other communications
• Respond to inquiries and communicate professionally with internal departments, physicians, leadership, vendors, and external contacts
• Maintain confidential and sensitive information with a high degree of discretion
• Organize and maintain electronic and physical files and records
• Track projects, deadlines, follow-up items, and executive assignments
• Assist C-suite executives and senior leadership with special projects and administrative initiatives
• Coordinate information and follow-up between executive leadership and various departments
• Attend meetings, take notes or minutes, and distribute follow-up information as needed
• Monitor deadlines and follow up with appropriate individuals to ensure assignments are completed
• Assist with departmental financial reports, presentations, spreadsheets, and other administrative documentation
• Exercise independent judgment in prioritizing competing requests and determining appropriate follow-up
• Perform other administrative duties and special projects as assigned

Qualifications

• High school diploma or equivalent required; additional education or training in business administration or a related field preferred
• Several years of executive-level administrative or Executive Assistant experience
• Previous experience supporting C-suite executives, CEOs, presidents, vice presidents, directors, or other high-level professionals
• Experience preparing, running, maintaining, and organizing financial reports and related documentation
• Strong organizational and time-management skills
• Excellent written and verbal communication skills
• Strong attention to detail and accuracy
• Ability to manage multiple priorities and deadlines in a fast-paced environment
• Ability to handle confidential and sensitive information appropriately
• Strong interpersonal skills and professional demeanor
• Ability to work independently, exercise sound judgment, and take initiative
• Strong problem-solving and follow-through skills
• Proficiency with Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint
• Ability to learn and navigate internal systems and administrative processes

Ideal Candidate

The ideal candidate is an experienced Executive Assistant who has supported C-suite executives, CEOs, and senior leadership in a professional, highly structured environment.

The successful Executive Assistant will be comfortable managing complex calendars, coordinating executive meetings and travel, preparing financial reports and presentations, handling confidential information, and managing competing priorities with a high degree of professionalism and discretion.

Candidates should be comfortable working in a large healthcare organization where organization, accountability, confidentiality, accuracy, and attention to detail are essential. The ideal candidate will also be able to work effectively with executives, physicians, department leaders, employees, vendors, and external contacts while maintaining a professional and service-oriented approach.