Executive Administrative Assistant

The Executive Administrative Assistant will provide executive-level administrative support to the Office of the President and CEO or Core Leadership Team (CLT) members. The Executive Administrative Assistant must have sound judgment and strong initiative to manage a broad range of activities and situations while providing project management, administrative, and organizational support, as well as proactive support for the CEO, CLT, and external constituents. Performs duties in a confidential manner, with minimum supervision in a fast-paced environment, remaining flexible, proactive, resourceful, and efficient. Maintains a high level of professionalism, strong decision-making ability, and attention to detail. Collaborates with the Assistant to the President and CEO and others as appropriate. 

Required

• High school diploma or G.E.D. 
• Minimum of 10+ years of executive administrative support experience, with five years at the CEO/President/C-suite or equivalent. 
• Flexibility and proven ability to reprioritize work and schedules. Capable of handling a variety of projects simultaneously in a timely manner.
• Effective in a team environment, possessing a strong commitment to the CLT while exhibiting confidentiality in handling information that may impact the organization.
• Advanced technical aptitude to resolve issues with VPN, Zoom, Microsoft 365 (Outlook, Word, Teams, PowerPoint, and Excel), and DocuSign. 
• Manage and prioritize complex Outlook calendars, coordinating meetings, travel arrangements, and itineraries for CLT. 
• Strong attention to detail and organizational skills.
•  Exceptional grammar, writing, and communication skills. Ability to proofread, edit, and compose documents. 
• Experience with event planning, including Board of Trustees meetings and activities. 

Preferred 

• Bachelor's degree in Business or related field. 
• Experience in a healthcare environment.
• Knowledge of government programs (i.e., TRICARE program, VA, Military Health System)
• Having served our nation in the U.S. Military is a plus.
• Prior experience working in a high-profile setting is a plus.  

 Key Responsibilities

• Manages daily administrative needs and workflow of the Office of the President and CEO and CLT members, including scheduling, appointments, coordinating travel, maintaining calendars, department and group meetings, expense reports, files, etc.
• Completes administration, including ordering meals and gathering meeting materials, assists with shareholder relations and communications, and coordinates travel arrangements and itineraries (i.e., commercial flights, hotels, ground transportation), including the creation of expense reports. 
• Screens incoming telephone calls, greets visitors, and handles correspondence. Responds to routine correspondence and assists with special requests and inquiries as required. 
• Plans and coordinates travel itineraries for the Office of the President and CEO or CLT members as directed, handling complex logistical details to ensure smooth, efficient travel. Coordinates commercial flights, hotels, and ground transportation. Maintains travel logs as needed and creates detailed expense reports. 
• Handles setup and teardown for internal and external meetings. 
• Composes and prepares business and personal correspondence.  Writes personal notes for special occasions with an understanding of the President and CEO's style and voice. 
• Assists the President and CEO or CLT member with special projects and written communications as requested.
• Maintains effective communication with the Assistant to the President and CEO to support the Office of the President and CEO and CLT. 
• Conducts research and information gathering on behalf of the department and prepares summaries and reports. 
• Ensures the office area has adequate supplies and that printers are working properly. 
• Coordinates with Human Capital to ensure hiring of Executive Members or Consultants, by ensuring onboarding needs are met prior to the start date – ordering IT equipment, desk setup, office tours, and introducing new team members and scheduling introductory meetings.
• Serves as an internal and external liaison to carry out the Office of the President and CEO's or CLT members’ objectives.
• Performs other duties as assigned. 
• Regular and reliable attendance is required. 

* This job description indicates the general nature and levels of work expected of the incumbents.  It is not designed to cover or contain a comprehensive listing of activities, duties, responsibilities, or competencies required of an incumbent.  Incumbents may be asked to perform other duties as required. *