Assistant, Executive Administrative

Description

POSITION SUMMARY

The executive administrative assistant provides high-level administrative support to the Chief Operations & Strategy Officer (Integrator) working under the direct mentorship and supervision of the Deputy Chief of Staff & Strategic Executive Operations Officer. The executive administrative assistant must be able to work professionally, confidentially and independently while carrying out numerous assignments as a liaison with internal stakeholders and departments as well as outside community partners and stakeholders. The EA is entrusted to use discretion and independent judgement with respect to organizational work on behalf of and consistent with the authority delegated by their executive. The EAA must be organized, professional, respectful and eager to learn in a fast paced environment with a variety of deliverables and responsibilities. Reporting directly to the Deputy Chief of Staff & Strategic Executive Operations Officer, this position ensures that operational tasks are prioritized in alignment with the Integrator’s vision and the organization’s "Rocks."  

REPORTING RELATIONSHIPS

This position reports to the Deputy Chief of Staff & Strategic Executive Operations Officer. No roles report to this position. 

ESSENTIAL JOB DUTIES AND FUNCTIONS

1. Strategic Operations & Triad Support

• Calendar & Bandwidth Optimization: Co-manage the complex calendar of the COSO in partnership with the Deputy Chief of Staff & Strategic Executive Operations Officer. Proactively identify scheduling conflicts, prioritize high-impact meetings, and ensure "buffer time" is preserved for strategic thinking and "Rock" completion.
• Communication Synthesis: Serve as a secondary point of contact for departmental directors. Draft, proofread, and distribute internal communications that translate the COSO’s directives into actionable items for the leadership team.
• EOS Facilitation: Assist the Deputy Chief of Staff & Strategic Executive Operations Officer in preparing for Level 10 meetings, departmental metrics are ready, and previous action items are tracked to completion.
• Administrative Synergy: Participate in the rotating administrative support pool to ensure seamless front-office coverage, maintaining a culture of "all-hands" collaboration.
• Organizational Goals: Align and recalibrate priorities to meet organizational and executive demands.
• HR Scheduling Support: Assist the Human Resources department in scheduling meetings and candidate interviews.

2. Project Coordination & Clinical Administration

• Project Tracking: Assistant and monitor the lifecycle of operational initiatives. Maintain project dashboards and provide status updates to the COSO team.
• Data Analysis & Reporting: Assist in gathering and visualizing operational KPIs and metrics. Create high-stakes PowerPoint presentations and reports for Board of Directors or Executive Leadership Team (ELT) meetings.
• Meeting Governance: Co-Lead the logistical planning for Operations Leadership meetings. This includes agenda curation, precise minute-taking, and the aggressive tracking of accountability tasks to ensure organizational momentum.

 3. Compliance & HRSA Look-Alike Stewardship 

• Continuous Compliance: Maintain the "Continuous Compliance" digital architecture. Ensure all documentation required for HRSA Operational Site Visits (OSV) is current, organized, and easily accessible.
• Policy Version Control: Manage the administrative workflow for policy updates. Ensure all clinical and operational policies undergo the correct approval process, are dated accurately, and are archived according to regulatory standards.
• Audit Readiness: Support the COSO team during internal or external audits by retrieving records, coordinating interviews, and ensuring the facility meets "tour-ready" professional standards.

 4. HR Support 

• Assist the Human Resources department in scheduling meetings and candidate interviews. 
• Assist VP HR with scheduling resident meetings inclusive of punch meetings along with preparation of associated documentation and filing documentation 
• Assist with processing Mission Moment letters and coordinating with Marketing, sending letters to award recipients and tracking merchandise 
• Provide HR administrative support as necessary

OTHER FUNCTIONS AND RESPONSIBILITIES

• Understand institutional policies and procedures
• Demonstrate the ability to work independently as well as collaboratively
• Demonstrate excellent organizational skills and the ability to manage multiple tasks simultaneous
• Other duties as assigned
• Navigate the EOS operational model

Requirements

REQUIRED QUALIFICATIONS

• Meet The Wright Center for Community Health and its affiliated entity The Wright Center for Graduate Medical Education EOS© People Analyzer Tool
• Buy in and experience working in the EOS® model (strongly preferred)
• Mission-oriented; represents the enterprise in a professional manner while demonstrating organizational pride
• Bachelor’s degree in Business, Healthcare or related field, or equivalent experience required. Master’s degree is preferred.
• 2 years of administrative experience, with at least 1 year supporting multiple executives simultaneously (Preferred)
• Experience working within an EOS (Entrepreneurial Operating System) or similar "Integrator/Visionary" framework is highly preferred.
• Demonstrated ability to manage competing priorities from three high-level leaders without loss of accuracy.
• Excellent professional skills along with multi-tasking abilities
• Strong analytical, organizational and time management skills
• Excellent interpersonal, written and verbal communication skills
• Possess excellent judgement and the ability to communicate with all levels of the organization including executive senior staff and the board of directors, as well as outside community partners
• System Oriented
• Expertly manage concurrent workstreams and competing deadlines
• Excellent computer skills, as well as proficiency with Microsoft Word, Excel, PowerPoint, and the Google Platform are required
• Skilled at managing the different leadership styles
• Willingness to work a flexible schedule aligned with the Executive’s expectations
• High level of professionalism and confidentiality required at all times
• Valid driver’s license with reliable access to an automobile or reliable access to transportation to assigned work areas.