Executive Assistant – St. Mary's Hospital

Location-St Mary's HospitalPosition OverviewServes as the support partner for a fast-paced hospital executive suite, supporting multiple C-Suite leaders simultaneouslyTrusted partner to senior leadership…when this office runs well, the hospital runs wellC-Suite & Administrative SupportManages complex, high-volume calendaring for multiple C-Suite executives, including scheduling meetings, resolving conflicts, and anticipating needsCoordinates and tracks document signatures (DocuSign or similar), ensuring timely execution of contracts, approvals, and compliance documentsScreens and prioritizes executive correspondence, calls, and requests with professionalism and discretionPrepares agendas, meeting materials, and follow-up action items for leadership meetings and board sessionsMaintains organized filing systems (digital and physical) for executive records, contracts, and reportsOffice & Administrative OperationsRuns the day-to-day operations of the executive office to ensure seamless, uninterrupted workflow across the hospitalManages office supplies, vendor relationships, and facilities coordination for the executive suiteServes as the primary point of contact for internal departments and external partners reaching out to the C-SuiteEvent Planning – Hospital-WidePlans, coordinates, and executes hospital-wide events including town halls, leadership retreats, recognition ceremonies, and community eventsManages all event logistics: venue booking, catering, AV, signage, RSVPs, run-of-show, and post-event follow-upPartners with department heads and external vendors to ensure events align with the hospital's mission and brand standardsHandles events of varying scale — from intimate executive dinners to all-staff celebrations of 500+Internal Communications StrategyDevelops and manages a structured internal communications calendar to ensure timely and consistent messaging across the organizationDrafts, edits, and distributes executive communications including newsletters, memos, announcements, and staff-wide updatesManages hospital TV display systems (digital signage) — creates, schedules, and updates content to keep staff informed and engagedCollaborates with department leaders to gather content and ensure messaging reflects organizational prioritiesMaintains a consistent voice and professional tone across all written and visual communicationsFacilitation & OrganizationFacilitates executive meetings, cross-departmental working sessions, and leadership forums — manages agendas, keeps discussions on track, and captures key decisions and action itemsCreates and maintains tracking systems for commitments, follow-ups, and recurring deliverables across the C-SuiteCoordinates logistics for committees, task forces, and interdepartmental initiatives involving executive sponsorsSmall Project ManagementLeads and manages small to mid-size administrative and operational projects from initiation through completionBuilds project timelines, assigns tasks, tracks milestones, and communicates progress to executive sponsorsIdentifies and resolves obstacles proactively, escalating appropriately when neededInterfaces with clinical and non-clinical departments to gather information, align stakeholders, and move projects forwardQualifications5+ years of executive administrative experience, preferably in healthcare or a similarly complex environmentDemonstrated experience supporting C-Suite or senior leadershipExceptional written communication skills — able to write clearly and professionally on behalf of executivesProven track record in event planning and execution (hospital or large-organization setting a plus)Experience with digital signage platforms, internal communications tools, and document management systemsHighly organized with the ability to manage competing priorities across multiple leadersStrong interpersonal and facilitation skills; comfortable in high-visibility, fast-moving environmentsProficiency in Microsoft Office Suite, DocuSign, and project management tools (Asana, Monday, or similar)As a Bon Secours Mercy Health associate, you're part of a Mission that matters. We support your well-being—personally and professionally. Our benefits are built to grow with you and meet your unique needs, every step of the way.What We OfferCompetitive pay, incentives, referral bonuses and 403(b) with employer contributions (when eligible)Medical, dental, vision, prescription coverage, HSA/FSA options, life insurance, mental health resources and discountsPaid time off, parental and FMLA leave, short- and long-term disability, backup care for children and eldersTuition assistance, professional development and continuing education supportBenefits may vary based on the market and employment status.All applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, sexual orientation, gender identity, age, genetic information, or protected veteran status, and will not be discriminated against on the basis of disability. If you'd like to view a copy of the affirmative action plan or policy statement for Bon secours Mercy Health – Youngstown, Ohio or Bon Secours – Franklin, Virginia; Petersburg, Virginia; and Emporia, Virginia, which are Affirmative Action and Equal Opportunity Employers, please email recruitment@mercy.com. If you are an individual with a disability and would like to request a reasonable accommodation as part of the employment selection process, please contact The Talent Acquisition Team at recruitment@mercy.com