What are the responsibilities and job description for the ADMINISTRATIVE ASSISTANT position at Covenant HealthCare?
Overview
Provides high-level administrative and executive support primarily to the CFO and the CIO, with secondary support to the Directors of Revenue Cycle, Risk Management and Legal Services, and Finance. This role serves as a proactive strategic partner, managing complex schedules for multiple leaders, coordinating high-level committees and meetings (including the Investment Committee and Case review Committee), preparing professional materials and correspondence, supporting key hospital projects, and handling highly confidential financial, technical, and organizational information with the utmost discretion.
The position demands exceptional organizational skills, the ability to prioritize competing demands across multiple executives and directors, sound judgment, and a strong commitment to Covenant HealthCare’s Vision, Mission, and Values, including delivering Extraordinary Care for Every Generation.
Responsibilities
EDUCATION/EXPERIENCE REQUIREMENTS
Provides high-level administrative and executive support primarily to the CFO and the CIO, with secondary support to the Directors of Revenue Cycle, Risk Management and Legal Services, and Finance. This role serves as a proactive strategic partner, managing complex schedules for multiple leaders, coordinating high-level committees and meetings (including the Investment Committee and Case review Committee), preparing professional materials and correspondence, supporting key hospital projects, and handling highly confidential financial, technical, and organizational information with the utmost discretion.
The position demands exceptional organizational skills, the ability to prioritize competing demands across multiple executives and directors, sound judgment, and a strong commitment to Covenant HealthCare’s Vision, Mission, and Values, including delivering Extraordinary Care for Every Generation.
Responsibilities
- Manages complex calendars for the CFO and CIO, prioritizes commitments, resolves scheduling conflicts, and ensures efficient use of time for both executives.
- Provides secondary administrative support to the Directors of Revenue Cycle, Risk Management and Legal Services, and Finance, including calendar coordination, meeting preparation, and other assistance as needed,
- Prepares and assembles meeting materials and agendas in advance, coordinates logistics for routine, special, and high-level meetings and events for the CFO, CIO, Directors, and their teams.
- Supports the Investment Committee by assembling and distributing materials, recording, and typing minutes for approval, maintaining annual schedules, tracking member attendance for CEO/President reporting, and organizing related activities.
- Supports the Case Review Committee by assembling and distributing materials, recording, and typing minutes for approval, maintaining annual schedules, tracking member attendance for CEO/President reporting, and organizing related activities.
- Drafts, edits, and prepares professional correspondence, reports, Director evaluations, presentations, and other documents on own initiative or as directed for both supported executives and directors.
- Supports strategic hospital initiatives and projects for executives and directors, including regulatory inspections, strategic planning tracking and organization, IT-related initiatives, and additional goals as assigned.
- Arranges complex travel, accommodations, and logistics for the CFO, CIO, and designated groups.
- Maintains accurate monthly reports (mileage, scorecards) and prepares special reports as directed.
- Provides backup administrative support to other Executive Team members and Directors as needed or during absences.
- Manages sensitive and confidential information (financial, personnel, board-level, and technology-related) with the highest level of integrity and discretion.
- Utilizes current technology tools to create high-quality documents, presentations, spreadsheets, and communications; may assist with basic IT-related coordination as needed.
- Demonstrates excellent customer service and tactfully manages inquiries or complaints from staff, physicians, board members, and external stakeholders.
- Performs other duties as assigned or requested.
EDUCATION/EXPERIENCE REQUIREMENTS
- High School diploma required.
- Associate or bachelor’s degree in business administration, Office Management, Healthcare Administration, or a related field preferred.
- Minimum of 3–5 years of progressively responsible administrative experience supporting senior-level executives (preferably supporting multiple leaders), ideally in a healthcare or financial/IT services environment.
- Equivalent combination of education and experience will be considered.
- Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook),
- Excellent oral and written communication skills, including the ability to draft clear, professional correspondence, minutes, and reports with strong attention to grammar and formatting.
- Superior organizational, time-management, and prioritization skills with the proven ability to manage multiple competing demands from two or more executives while maintaining accuracy and composure.
- Demonstrated ability to manage highly confidential information with discretion and integrity.
- Strong people skills: able to interact professionally and effectively with executives, physicians, board members, staff, and external stakeholders while tactfully addressing concerns or complaints.
- High level of initiative, adaptability, problem-solving ability, and diligence.
- Ability to maintain regular, punctual attendance consistent with the ADA, FMLA, and other applicable standards.
- Frequent sitting, use of hands to finger/handle/feel, talking, hearing, near vision.
- Frequent lifting up to 10 lbs.
- Occasional standing, walking, twisting, reaching, far vision, depth perception, visual accommodation, color vision, field of vision, lifting/carrying/pushing/pulling, stooping, kneeling, crouching, squatting, crawling, climbing, balancing.
- Occasional lifting up to 25 lbs.