Job Responsibilities

Calendar Management:

• Oversee executives’ calendars by scheduling and prioritizing meetings, appointments, and events. Ensure that all details are accurate, and timelines are adhered to

Meeting Coordination:

• Coordinate logistics for meetings, including room reservations, agendas, participant invitations, and preparation of materials.
• Ensure executives are fully briefed ahead of time for each engagement.

Verbal and Written Communication:

• Act as the primary point of contact for internal and external communications on behalf of the executive-suite. This includes drafting and reviewing correspondence, taking and transcribing minutes, and preparing reports or presentations.
• Must demonstrate excellent writing and editing skills to craft clear, professional communication.

Travel and Event Planning:

• Organize travel arrangements for executives, including flights, hotels, and transportation, and ensure travel schedules align with meeting commitments.
• Assist with planning and coordinating hospital events, conferences, and special functions.

Relationship Management:

• Foster and maintain professional relationships with hospital staff, board members, physicians, patients, and external stakeholders.
• Represent the executives with professionalism, tact, and diplomacy.

Confidentiality and Discretion:

• Handle sensitive information with the highest degree of confidentiality and professionalism, ensuring that all private and hospital-related matters are protected.

General Administrative Support:

• Perform other administrative tasks as needed, including preparing reports, tracking action items, processing expense reports, and supporting other members of the executive team.

Job Requirements

• High School Diploma/GED is the minimum education requirement for this role, which must be coupled with at least 8 years of experience as an Executive Assistant
• Associates and/or Bachelor’s Degree is the preference for this position.
• Minimum of 5 years of proven experience as an executive assistant, administrative assistant, or similar role supporting C-suite executives, ideally in a healthcare or fast-paced environment.
• Notary public preferred.
• Exceptional written and verbal communication skills, with a keen attention to detail and the ability to convey information clearly and professionally.
• Strong organizational and time-management abilities, with a demonstrated ability to manage multiple competing priorities.
• Polished presence, with the ability to interact professionally with all levels of the organization and external stakeholders.
• Expertise in calendar management, meeting coordination, and travel arrangements.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Suite.
• Ability to maintain confidentiality and exercise discretion in all aspects of the role.

EEOC:

40HRS Staffing is an Equal Opportunity Employer and Prohibits Discrimination and Harassment of Any Kind: 40HRS Staffing is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions at 40HRS Staffing are based on business needs, job requirements, and individual qualifications, without regard to race, color, religion or belief, national, social or ethnic origin, sex (including pregnancy), age, physical, mental or sensory disability, HIV Status, sexual orientation, gender identity and/or expression, marital, civil union or domestic partnership status, past or present military service, family medical history or genetic information, family or parental status, or any other status protected by the laws or regulations in the locations where we operate. 40HRS Staffing will not tolerate discrimination or harassment based on these characteristics.