ADMINISTRATIVE ASSISTANT (EXECUTIVE) FULL-TIME (ONSITE)

Description

Summary & Objective

The Executive Administrative Assistant provides high-level administrative support to the Chief Executive Officer and other Senior Executives. This position is responsible for managing schedules, communications, meetings, and travel arrangements while maintaining strict confidentiality and discretion. The role requires exceptional organizational skills, attention to detail, and the ability to handle multiple priorities in a fast-paced environment, integrating Catholic Health Services' mission, philosophy and procedures. The Executive Assistant exercises discretion and independent judgment in performing the above duties.

Essential Functions

• Executive Support:
• Manage and maintain the CEO’s and other senior executives’ calendars, including meetings, travel (if needed), and communications.
• Serve as a representative of the CEO in communications with internal staff, external stakeholders, and third parties.
• Prioritize and manage correspondence, ensuring timely responses and follow-up.

• Board & Governance:
• Arrange and coordinate meetings for the Board of Directors and board committees.
• Attend and record minutes of Board, committee, and senior leadership meetings as assigned.
• Consult with legal counsel regarding the drafting, maintenance, and content of corporate minutes and records.

• Records & Reporting:
• Maintain administrative and confidential files and other records in compliance with legal and organizational requirements.
• Prepare written and oral reports and conduct research on behalf of the CEO or senior executives.
• Assist with data collection and report generation for special projects, internal studies, and audits.

• Compliance & Licensing:
• Review, coordinate, and manage licensure applications for facilities/agencies and Medicare/Medicaid provider credentialing.
• Consult with legal counsel to ensure documentation is complete, accurate, and legally compliant.

• Travel & Logistics:
• Coordinate travel arrangements, hotel accommodations, and itineraries for executives and board members.

• Communications & External Relations:
• Serve as the main point of contact between CHS and Archdiocesan offices.
• Provide general information and triage telephone/hotline inquiries to appropriate departments or facilities.

Other Duties/Requirements

• Attends and participates in continuing education programs.
• Performs other tasks as may be directed by corporate officers and provides assistance to other management personnel.
• Comply with all policies, local, state and federal laws and regulations.
• High level of professionalism and discretion.
• Ability to prioritize and manage multiple tasks with minimal supervision.
• Comfortable working in a faith-based and mission-driven organization. 
• Perform other duties as assigned

Supervisory Responsibility

• No direct reports.

Physical Requirements

• Must be able to lift and/or move up to 25 pounds and occasionally lift and/or move up to 50 pounds, walk, climb stairs or ladders, stand on foot for extended periods of time, etc.
• Works in office environment with moderate to loud noise level.
• Subject to frequent interruptions.
• Work schedule may include working beyond the typical schedule, including weekends and holidays.
• Hand dexterity required for data entry on keyboard, requiring finger dexterity and eye-hand coordination.
• Operates an automobile traveling from central office to Catholic Health Services entities and/or other business destinations.
• Is subject to frequent interruptions.  
• Works beyond normal working hours, on weekends and holidays, and in other positions temporarily, when necessary.  

Disclaimer

The job description is not designed to cover or contain a comprehensive listing of activities duties or responsibilities that are required of the employee. Other duties, responsibilities and activities may change or be assigned at any time.

EEOC Statement

CHS provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

PM19

Requirements

Knowledge & Experience Requirements

• Associate’s degree (AA) or equivalent degree from two-year College or technical school; bachelor’s degree preferred.
• 7 to 10 years’ related experience supporting a CEO and other Senior Executives; experience working with Board of Directors preferred.
• Health care related experience strongly preferred
• Excellent English and Spanish communication skills (written, oral). 
• Strong organizational and time management skills.
• Excellent written and verbal communication.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), and collaboration tools (e.g., Zoom, Teams).
• Must possess the ability to make independent decisions when circumstances warrant such action
• Must possess the ability to plan, organize, develop, implement, and interpret the programs, goals, objectives, policies and procedures, etc. that are necessary for providing correct administrative procedures
• Must possess the ability to seek out new methods and principles and be willing to incorporate them into existing practices 
• Must be knowledgeable of computers, calculators, system applications and other office equipment 
• Must possess the ability to examine and verify financial documents and reports
• Must have knowledge of computer office software
• Must be able to read, write and understand the English language (Bilingual English/Spanish)