Executive Assistant

Join a respected healthcare organization as an Executive Assistant and play a critical role in ensuring smooth operations for senior leadership. This position requires exceptional organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

The Executive Assistant will support senior leadership by overseeing administrative functions and acting as a liaison with internal and external stakeholders. This role requires a proactive, resourceful individual who can anticipate needs and adapt to a range of tasks.

This position reports to a senior executive leader and does not include supervisory responsibilities.

Key Responsibilities:

• Maintain complex executive calendars, schedule meetings, and coordinate appointments, ensuring optimal time management for the leadership team.
• Manage communication on behalf of the executive, including screening calls, drafting correspondence, and handling confidential information with discretion.
• Coordinate and prepare materials for executive meetings, including agendas, presentations, and follow-up documentation. Take accurate meeting minutes as needed.
• Arrange domestic and international travel, including flights, accommodations, ground transportation, and itineraries. Ensure all bookings align with organizational policies.
• Assist with special projects, including research, data entry, reporting, and project tracking. Work collaboratively with other departments to meet deadlines.
• Coordinate organizational events, executive team meetings, and off-site engagements as required. Handle logistics such as venue reservations, catering, and technology setup.
• Organize and maintain electronic and paper-based files, ensuring information is easily accessible and up to date.
• Compile and process expense reports, monitor reimbursements, and track budgets as directed.
• Act as a point of contact for internal and external stakeholders, demonstrating professionalism and excellent customer service at all times.
• Anticipate the needs of the executive and resolve issues proactively to enhance executive productivity.
  

Required Qualifications:

• Experience: Minimum of 3-5 years of experience in executive-level administrative support, preferably in a healthcare or nonprofit environment.
• Education: Associate or Bachelor’s degree in Business Administration, Administrative Studies, or a related field (or equivalent experience).
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and virtual meeting platforms (Zoom, Microsoft Teams).
• Familiarity with project management tools and document-sharing platforms is a plus (e.g., SharePoint, Asana).
• Communication: Exceptional written and verbal communication skills, with the ability to draft professional correspondence and reports.
• Organizational Skills: Impeccable attention to detail, critical thinking abilities, and the ability to juggle multiple tasks effectively.
• Calendar Management Skills: Experience organizing complex schedules and handling competing priorities seamlessly.

This role offers an excellent chance to support executive leadership within a purpose-driven organization committed to improving lives through healthcare. If you thrive in an environment requiring excellence, discretion, and collaboration, apply today to join our dedicated team!

PEmbrace this exciting opportunity to contribute meaningfully to both the organization’s success and its broader mission. We welcome applications from proactive professionals who are ready to make an impact.

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All applicants applying for U.S. job openings must be legally authorized to work in the United States. Benefits are available to contract/temporary professionals, including medical, vision, dental, and life and disability insurance. Hired contract/temporary professionals are also eligible to enroll in our company 401(k) plan. Visit roberthalf.gobenefits.net for more information.

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