The Executive Assistant Senior is responsible for providing comprehensive secretarial and administrative support to assigned Executive(s) in order to manage daily workloads effectively. This role handles a wide range of clerical and administrative responsibilities within the executive office, often resolving matters independently without direct executive involvement.
The Executive Assistant Senior serves as a liaison between Executives, Medical Staff, Board Members, major donors, associates, and the public. The role requires professionalism, sound judgment, independent decision-making, and the ability to work collaboratively as part of a team to support executive operations.
Responsibilities
- Meets expectations of the applicable OneCHRISTUS Competencies: Leader of Self, Leader of Others, or Leader of Leaders.
- Maintains executive calendars by scheduling meetings and appointments as requested.
- Independently establishes appointment priorities, reschedules or declines appointments/invitations when appropriate, and highlights important dates or scheduling conflicts.
- Prioritizes workload and manages time effectively based on business demands.
- Plans, coordinates, and participates in administrative and board-level meetings in accordance with Hospital Bylaws, JCAHO Administrative and Board standards, and other regulatory requirements.
- Schedules meeting rooms and coordinates meeting logistics.
- Orders catering and prepares meeting agendas.
- Ensures timely distribution of meeting materials and mail-outs.
- Takes, transcribes, and distributes meeting minutes.
- Coordinates follow-up actions and works directly with Committee Chairs.
- Provides polite, courteous, and professional communication and support to executives, staff, and external stakeholders