What are the responsibilities and job description for the Administrative Assistant, Office of the President and CEO position at Sheppard Pratt?
What to expect.
The Administrative Assistant provides high-level administrative, organizational, and strategic support in a fast-paced healthcare setting. As an extension of the senior leadership team, this role requires a high degree of professionalism, discretion, and experience managing sensitive and confidential information, along with the ability to adapt quickly in an evolving environment. It also requires the ability to anticipate leadership needs, provide timely updates, prepare materials, and manage competing priorities. The Administrative Assistant effectively triages requests, navigates resources, and responds strategically to the executives’ needs.
The ideal candidate is proactive and solutions-driven, with the ability to anticipate leadership needs, provide timely updates, prepare materials, and manage competing priorities. Strong written and verbal communication, organizational, and time management skills are essential. The role also requires excellent interpersonal and problem-solving abilities to effectively triage requests, navigate resources, and respond strategically to the executives’ needs.
Primary responsibilities include:
At Sheppard Pratt, you will work alongside a multi-disciplined team led by a bold vision to change lives. We offer:
What we need from you.
At Sheppard Pratt, we are more than just a workplace. We are a community of healthcare professionals who are dedicated to providing hope and healing to individual’s facing life’s challenges. Join us and be a part of a mission that changes lives!
The Administrative Assistant provides high-level administrative, organizational, and strategic support in a fast-paced healthcare setting. As an extension of the senior leadership team, this role requires a high degree of professionalism, discretion, and experience managing sensitive and confidential information, along with the ability to adapt quickly in an evolving environment. It also requires the ability to anticipate leadership needs, provide timely updates, prepare materials, and manage competing priorities. The Administrative Assistant effectively triages requests, navigates resources, and responds strategically to the executives’ needs.
The ideal candidate is proactive and solutions-driven, with the ability to anticipate leadership needs, provide timely updates, prepare materials, and manage competing priorities. Strong written and verbal communication, organizational, and time management skills are essential. The role also requires excellent interpersonal and problem-solving abilities to effectively triage requests, navigate resources, and respond strategically to the executives’ needs.
Primary responsibilities include:
- Manage complex calendars and schedule appointments and meetings with internal and external partners
- Coordinate logistics and travel itineraries for local engagements and domestic travel
- Serve as a liaison between senior leaders, team members, and external partners
- Provide exceptional customer service to staff, patients, and guests
- Prepare agendas, materials, and conference rooms for business meetings
- Maintain accurate, well-organized contact records to ensure accessibility and data integrity.
- Reconcile business transactions and expenses
- Procure executive signatures across digital, electronic, and wet signature platforms
- Support planning and logistics for offsite engagements
- Draft, review, and manage sensitive and confidential correspondence and materials
- Triage and respond to requests in a timely and professional manner
- Support executive assistants and senior leaders with designated projects and initiatives
- Collaborate with departments and service lines across the organization
- Identify opportunities to improve processes, streamline workflows, and enhance executive efficiency
- Track action items and outstanding tasks to ensure timely follow-through
- Cross-train with conference center staff to support large meetings and events
- Perform general office management duties, including, ordering supplies, processing mail, submitting facilities and IT requests
At Sheppard Pratt, you will work alongside a multi-disciplined team led by a bold vision to change lives. We offer:
- A commitment to professional development, including a comprehensive tuition reimbursement program to support ongoing education and licensure and/or certification preparation
- Comprehensive medical, dental and vision benefits for benefit eligible positions
- 403b retirement match
- Generous paid-time-off for benefit eligible positions
- Complimentary Employee Assistance Program (EAP)
- Generous mileage reimbursement program
What we need from you.
- 1-3 years of experience providing administrative or executive support to senior leaders in a professional business environment
- High school diploma required; bachelor’s degree is preferred
- Advanced proficiency with Microsoft Office (Outlook, Teams, Word, Excel, PowerPoint, and SharePoint) and virtual meeting platforms
- Demonstrated ability to manage complex calendars, competing priorities, and tight deadlines
- Exceptional written and verbal communication, organizational, and time management skills
- Proactive and solutions-driven problem solving ability with strong attention to detail
- High level of emotional intelligence, professionalism, and strong interpersonal skills
- Ability to work independently and collaboratively in a fast-paced environment
- Experience working in a healthcare setting is preferred, but not required
- Notary Public certification preferred
At Sheppard Pratt, we are more than just a workplace. We are a community of healthcare professionals who are dedicated to providing hope and healing to individual’s facing life’s challenges. Join us and be a part of a mission that changes lives!
Salary : $19 - $27