Position Summary
The Executive Administrative Coordinator provides high-level administrative and organizational support to the Chief Executive Officer and executive leadership team. This position serves as a key point of coordination for executive communications, meetings, projects, and administrative functions while maintaining the highest level of professionalism and confidentiality.
The ideal candidate is highly organized, detail-oriented, able to manage multiple priorities simultaneously, and possesses exceptional communication and interpersonal skills.
Essential Duties and Responsibilities
Executive Support
- Provide administrative support to the CEO and executive leadership team.
- Manage calendars, schedules, appointments, and meeting coordination.
- Screen phone calls, visitors, and correspondence, ensuring timely and appropriate responses.
- Prepare agendas, meeting materials, reports, presentations, and correspondence.
- Assist with follow-up activities and action items resulting from meetings.
- Support the Volunteer Program and committee as needed.
Communication and Coordination
- Coordinate communication between the CEO, leadership team, department managers, board members, physicians, and external stakeholders.
- Draft, proofread, and distribute executive communications, announcements, and reports.
- Facilitate the flow of information throughout the organization.
- Maintain professional relationships with internal and external contacts.
Meeting and Project Management
- Schedule and coordinate executive meetings, leadership meetings, board meetings, and special events.
- Prepare meeting agendas and supporting documentation.
- Record and distribute meeting minutes as assigned.
- Track projects, deadlines, and deliverables to ensure timely completion.
Office Administration
- Maintain confidential files, records, and organizational documents.
- Assist with policy updates, reports, and regulatory documentation.
- Coordinate travel arrangements and expense reporting as needed.
- Support special projects and organizational initiatives.
Confidentiality and Professionalism
- Handle sensitive and confidential information with discretion.
- Exercise sound judgment and maintain professionalism in all interactions.
- Demonstrate a high degree of integrity, trustworthiness, and accountability.
Qualifications
Education and Experience
- Associate degree preferred; equivalent experience may be considered.
- Minimum of three years of administrative, executive assistant, office management, or related experience.
- Healthcare experience preferred.
Knowledge, Skills, and Abilities
- Exceptional organizational and time-management skills.
- Ability to prioritize competing demands and work independently.
- Strong verbal and written communication skills.
- Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, PowerPoint, and Teams.
- Ability to maintain confidentiality and exercise discretion.
- Strong attention to detail and accuracy.
- Professional demeanor and customer service orientation.
- Ability to work effectively with individuals at all levels of the organization.
Physical Requirements
- Ability to sit, stand, walk, and perform routine office activities.
- Ability to lift up to 20 pounds occasionally.
Reports To
Chief Executive Officer (CEO)