Job Summary
The Executive Assistant to Administration requires the individual to be highly organized, proactive, and discreet. This role is critical in ensuring the Executives’ time is optimized, priorities managed efficiently, and the flow of communications/operations is seamless across the executive office. The ideal candidate is detail-orientated, a master of time management, and an excellent communicator with experience working in fast-paced environments. Major responsibilities include:
- Managing the Executives’ complex calendar, including scheduling meetings, appointments, and travel (domestic and international).
- Acting as the primary point of contact between the Executives’ and internal/external stakeholders.
- Preparing and editing correspondence, presentations, reports, and other documents on behalf of the Executives.
- Coordinating logistics for board meetings, executive meetings, and key events, including preparing agendas and taking minutes.
- Handling confidential information with discretion and a high level of professionalism.
- Assisting with tasks as needed to support the Executive’s overall effectiveness.
- Monitoring and prioritizing incoming communications (emails, calls, requests) and responding or redirecting appropriately.
- Tracking and following up on important tasks and projects to ensure timely completion.
- Liaising with senior leadership and departments to ensure alignment on key initiatives and deadlines.
Minimum Job Requirements
- Associate’s degree.
- One (1) year administrative experience.
Preferred Job Requirements
- Bachelor’s degree.
- Experience as an Executive Assistant or in a similar role supporting C-level executives.
Skills / Knowledge / Abilities
- Strong proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and collaboration tools (Zoom, Teams, Loop, Google Workspace, etc.).
- Exceptional written and verbal communication skills.
- Strong organizational and time management skills with the ability to multitask and prioritize effectively.
- High level of integrity, discretion, and confidentiality.
- Ability to remain calm under pressure and adapt to changing priorities.
- Excellent communication skills to effectively and tactfully communicate with patients and their families and guests, co-workers, managers, providers and other hospital personnel on a one-to-one basis using appropriate grammar, vocabulary and word usage.
- Ability to problem solve, multi-task in a fast-paced setting and work well in a team environment.
- Excellent customer service skills
- High degree of accuracy with concentration and close attention to detail.
- Ability to be discreet and protect the integrity of any confidential matter or information encountered during the performance of job duties.
Working Conditions
- Typical office environment with prolonged sitting.
- Works with protected health information.
- Work may be subject to interruptions and occasional high stress levels.
- Ability to work occasional extended hours, evenings and/or weekends based on the needs of the department.
- May attend special functions and meetings at various locations within the hospital and community.
Physical and Mental Activities, Tools and Equipment
- Uses computer and other standard office equipment.
- Repetitive wrist, finger and hand movement and lifting supplies or equipment.
- Occasional manipulation of large volumes of books, charts, reports or files.
- Lifting, pushing, pulling, walking, sitting, reaching, bending, kneeling or stooping to perform duties in a safe manner.
Equal Opportunity Employer
Marion Health is a smoke-free environment.
PI270694501
