Executive Assistant

Title of Job: Executive Assistant

Status/FLSA Status: Full-time. Exempt

Reports to: Chief Executive Officer

Location: Mason District Hospital, Havana IL

Date: March 1, 2026

Primary Function: The Executive Assistant plays a vital, hands-on role supporting executive leadership, coordinating governance activities, and helping ensure smooth day-to-day operations across the organization. This position requires a highly organized, resourceful professional who can manage multiple responsibilities, maintain confidentiality, and serve as a key point of connection between leadership, staff, board members, and the community. The role combines executive-level administrative support with board coordination, project assistance, and operational support typical of a rural healthcare setting.

Key Responsibilities:

Executive Support

1. Provide direct administrative support to the Executive Team, including calendar management, correspondence, travel coordination, and daily operational assistance.

1. Prepare reports, presentations, and communications for leadership, board meetings, and community engagement.

1. Coordinate leadership team meetings, maintain agendas, and track follow-up items to ensure timely completion.

1. Assist with special projects, strategic initiatives, and regulatory or accreditation preparation.

1. Manage confidential information related to personnel, quality, and organizational strategy.

1. Support basic administrative functions that may not exist in separate departments in a small hospital setting.

Board of Directors Support & Governance

1. Serve as the primary liaison between hospital leadership and the Board of Directors.

1. Coordinate all Board and Committee meetings, including scheduling, room setup, technology, and logistics.

1. Prepare and distribute board packets, agendas, and supporting materials in collaboration with the CEO and executive team.

1. Record and maintain accurate meeting minutes and official governance records.

1. Maintain Board policies, bylaws, resolutions, and historical documentation.

1. Track board member terms, reappointments, and required disclosures.

1. Assist with onboarding and orientation of new board members.

1. Ensure timely follow-up on Board action items and maintain an organized tracking system.

1. Support planning of board retreats, education sessions, and annual strategic planning activities.

Operational & Leadership Support

1. Serve as a communication link between administration, clinical departments, medical staff, and community stakeholders.

1. Assist with coordinating community events, outreach activities, and hospital initiatives.

1. Provide administrative support for grant documentation, reporting, and rural health programs as needed.

1. Help maintain organizational calendars, policies, and shared documents across departments.

1. Proactively support additional administrative functions as needed to ensure continuity of operations during staffing limitations or high-volume periods.

1. Support a culture of teamwork by adapting to the varied needs of a small rural organization.

1. Performs other related duties as assigned to meet the organization's needs.  

Qualifications:

Education

1. Associate’s or Bachelor’s degree in Business Administration, Healthcare Administration, or related field preferred.

Experience

1. Minimum of 3 years of administrative experience, preferably supporting senior leadership.

1. Experience in healthcare, rural organizations, or small business environments strongly preferred.

1. Prior experience working with a governing board or committees is highly desirable.

Knowledge, Skills, and Abilities

1. Strong organizational skills with the ability to manage multiple priorities independently.

1. Understanding ofthe unique dynamics of rural healthcare and small-team collaboration.

1. Excellent written and verbal communication skills with a professional, community-focused approach.

1. High level of discretion and ability to handle sensitive information.

1. Proficiency in Microsoft Office (Outlook,Teams, Word, Adobe Pro, and Excel) and virtual meeting platforms.

1. Ability to adapt quickly, solve problems, and take initiative in a resource-limited environment.

1. Comfortable interacting with community members, physicians, and board leadership.

Core Competencies

• Flexibility and willingness to “wear many hats”
• Attention to detail and accountability
• Relationship-building and customer service mindset
• Initiative and self-direction
• Confidentiality and integrity
• Commitment to the hospital’s mission and rural community

Physical Demands/ Working Environment

1. Office-based role with frequent interaction across departments.

1. Regular attendance at Board meetings and occasional community events required.

1. Fast-paced environment where priorities may shift quickly due to the needs of a small hospital.

1. Prolonged sitting, computer use, and document preparation.

1. Occasional lifting of meeting materials or supplies (up to 20 pounds).