Job Details

Job Description
Job Title: Executive Assistant

Job Type: Contract (12 weeks)

Schedule: Full-time, 5x8s (8:00 AM - 4:30 PM)

Work Setting: Onsite Hospital

Position Overview:

This role supports a central administrative leadership team within a large, complex organization. The Executive Assistant will manage executive calendars, coordinate logistics, support meetings and events, and handle a variety of administrative functions critical to daily operations.

Key Responsibilities:

• Manage complex calendars and scheduling priorities for executive leadership
• Coordinate day-to-day activities and ensure executives are informed of commitments and obligations
• Arrange meetings with internal leaders and external partners
• Review and prioritize incoming communications and determine appropriate actions
• Conduct research and prepare materials, including presentations and reports
• Provide front desk coverage, including greeting visitors and managing incoming calls
• Handle incoming and outgoing mail distribution
• Assist with planning and execution of events, including logistics, catering, and scheduling for visiting guests
• Coordinate and support executive-level meetings, including agenda preparation, meeting logistics, and documentation
• Record meeting notes and track follow-up action items
• Set up A/V equipment and prepare materials for hybrid meetings and presentations

Additional Responsibilities:

• Coordinate travel arrangements and process expense reports
• Reconcile corporate purchasing card transactions
• Provide backup support to other senior executives as needed
• Contribute to overall administrative team efforts and office operations

Required Qualifications:

• Proficiency in Microsoft Office applications

Experience Requirements (one of the following):

• Four (4) years of clerical/secretarial experience, including at least one (1) year supporting a senior-level executive
• OR
• Associate's degree or certificate in office occupations/technology and three (3) years of secretarial experience

OR

• Bachelor's degree and two (2) years of secretarial experience
• Additionally:
• At least one (1) year of full-time experience supporting senior management at a high-performance level is required
• Relevant coursework or training in office occupations/technology may substitute for up to one (1) year of experience

Preferred Skills & Attributes:

• Exceptional organizational and time management skills
• Strong customer service mindset with responsiveness to time-sensitive requests
• Ability to manage multiple priorities in a fast-paced environment
• High attention to detail and accuracy
• Professional demeanor and strong interpersonal skills
• Ability to handle confidential information with discretion and sound judgment
• Self-directed with the ability to work independently with minimal supervision

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