Executive Administrative Assistant

Application Deadline: 4/30/2026Job Summary:The Executive Assistant provides high-level administrative and operational support to the Chief Executive Officer and Executive Leadership Team. This role is responsible for coordinating executive communications, managing complex schedules and meetings, supporting contract administration and compliance activities, and leading key organizational events and initiatives. The Executive Assistant serves as a central point of coordination across departments, providers, and external partners, exercising strong judgment, discretion, confidentiality, and professionalism.Hours:Full-Time8-hour shiftsMonday-FridayEssential Functions: Executive SupportCoordinate meetings on behalf of the Chief Executive OfficerPlan and execute quarterly Governing Board meetings, including agenda development, document preparation, minutes, logistics, and communicationsDraft and distribute communications on behalf of the Chief Executive Officer in collaboration with the communications contactSupport physician shareholder relations, including maintaining accurate records, coordinating communications, facilitating meetings, and liaising with legal counsel and leadershipAssist with administrative compliance activities in partnership with the Facility Compliance Officer, including tracking non-monetary compensation and managing physician contract attestationsPrepare agendas, coordinate logistics, and document minutes for Leadership and All Staff meetings, including virtual participation and recordings Contract Management Serve as liaison between leadership and legal counsel regarding contract expirations, renewals, and related mattersPartner with Quality to determine contract requirements for quality metrics and evaluationsCommunicate quality metric expectations for new contracts to leadershipCoordinate and actively participate in monthly contract call meetingsMaintain and distribute monthly service contract tracking spreadsheetsDistribute and track completion of annual contract evaluationsProcess contract terminations, including certified mail notifications and documentation upload to the contract management system Event CoordinationPlan and support organizational events, including, but not limited to, Annual Medical Staff Meeting, Christmas, Company Picnic, Hospital Week, Halloween, Doctor’s Day, and provider holiday eventsCoordinate event logistics such as venue booking, food and beverage, décor, entertainment, communication coordination, and giftsManage retirement recognition events, including coordination of event, communication, and gift arrangementsPlan and facilitate monthly employee birthday lunches, including coordinating communications, RSVPs, recognition items, and refreshmentsCoordinate bereavement memory stones in accordance with Human Resources policy Administrative Maintain and distribute the monthly telephone directoryManage and update provider call schedules and Administrator on Call schedules within calendar and secure messaging platformsCoordinate organizational travel, including hotel, flight, and rental car arrangementsAnnually update hotel discounts and publish updates to the organization’s websiteSupport mailing activities, including certified mail, special mailings, and daily monitoring of offsite mailboxes with scanning and distribution to appropriate partiesServe as primary contact for specialty chief reimbursements and submit to FinanceMonitor social media messages and inquiries daily in collaboration with the communications contactPerform other duties as assignedKnowledge, Skills & Abilities:Quality assurance and accreditation standardsDiscretion and strict confidentiality when managing sensitive records, conversations, and organizational dataEffective English communication in verbal and written formatQuality work including attention to detail and accuracyIntermediate computer proficiencyCarry out organization’s customer service standardsPrioritize tasks effectively through managing workload based on urgency and importanceCapacity to work independently and as part of a multidisciplinary teamContinuously learn and improve through staying up to date on job specific trends, policies and new technologiesSuccessfully demonstrate organization-wide performance review competenciesQualifications:Demonstrates eligibility for employment in the U.S.Associate’s degree in administrative assistant, executive office administration, business office technology or related field of study preferredTwo (2) years of executive assistant, office administration, paralegal or other related experience requiredMust possess a cell phone that interfaces with the organization’s secure messaging systemBenefits:Comprehensive health, dental, and vision insuranceHealth Savings Account with an employer contributionCompany paid life insuranceFree mealsPTO401(k) retirement plan with 4% company matchTuition reimbursementWellness reimbursement