Executive Admin Assistant

The Executive Assistant provides high-level administrative and operational support to the Senior Vice President, Information Systems and the Medical Director of Clinical Services. This position serves as a trusted partner, managing executive communications, coordinating meetings, maintaining schedules, preparing reports and presentations, supporting strategic initiatives, and coordinating key departmental activities. The ideal candidate is highly organized, exercises sound judgment, maintains strict confidentiality, and thrives in a fast-paced healthcare environment.

Professional Duties

• Serve as the Executive Administrative Assistant to the Senior Vice President, Information Systems and the Medical Director of Clinical Services, providing comprehensive administrative and organizational support.
• Prepare executive meeting agendas, presentations, reports, spreadsheets, correspondence, and other business communications. Coordinate strategic projects by tracking milestones, deadlines, assignments, deliverables, and follow-up actions to ensure initiatives remain on schedule and are completed successfully.
• Screen, prioritize, and manage incoming communications, including correspondence, emails, and telephone inquiries.
• Record meeting minutes, distribute meeting documentation, and track action items through completion.
• Coordinate travel arrangements, conference registrations, itineraries, and expense reporting.
• Coordinate strategic projects by tracking milestones, deadlines, assignments, deliverables, and follow-up activities to ensure timely completion.
• Coordinate vendor meetings and maintain professional relationships with technology vendors, clinical partners, consultants, and other external business partners, as appropriate.
• Track software maintenance agreements, service contracts, licensing renewals, and other vendor agreements, ensuring executive leadership is notified well in advance of renewal or action dates.
• Organize, maintain, and safeguard confidential records, files, contracts, executive correspondence, and other sensitive documentation in accordance with organizational policies.
• Serve as a liaison between Information Systems, Clinical Services, executive leadership, physicians, clinical departments, vendors, and external business partners to facilitate effective communication and collaboration.
• Assist in the coordination of departmental meetings, special projects, organizational events, and executive initiatives.
• Ensure the confidentiality of sensitive information and maintain compliance with organizational policies, HIPAA requirements, and applicable privacy regulations.
• Perform other duties as assigned.

Qualifications

• Associate’s degree in Business Administration, Office Administration, Healthcare Administration, Communications, or a related field is required.
• 3 years of progressively responsible executive administrative support experience is required, preferably supporting senior executives in a healthcare, information technology, or corporate environment.
• Experience coordinating executive calendars, managing confidential information, organizing meetings, preparing executive correspondence, and supporting multiple executives simultaneously is strongly preferred.
• Working knowledge of Microsoft Office 365 applications, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint. Familiarity with healthcare operations, executive administration, project coordination, document management, and meeting facilitation is preferred. Knowledge of HIPAA privacy requirements and handling confidential information is highly desirable.
• Demonstrated proficiency in executive calendar management, meeting coordination, report preparation, presentation development, document formatting, spreadsheet creation, project tracking, and professional business correspondence. Strong organizational, analytical, and problem-solving skills with exceptional attention to detail.
• Proven ability to maintain confidentiality, exercise sound judgment, prioritize competing demands, coordinate multiple projects simultaneously, and work independently with minimal supervision while maintaining a high degree of professionalism.
• Excellent verbal and written communication skills, strong interpersonal skills, exceptional customer service, professionalism, discretion, adaptability, initiative, and the ability to build effective working relationships with executives, physicians, staff, vendors, a…