Executive Assistant to CNO/COO

Nor-Lea Hospital District - Lovington, NM

Full-time - Entry Level

Lovington, NM

Hospitals

About the position

The Executive Assistant to the Chief Nursing Officer (CNO) and Chief Operating Officer (COO) plays a crucial role in ensuring the smooth operation of the executive office. This position requires a highly organized individual who can handle a wide range of administrative and executive support tasks with minimal supervision. The ideal candidate will thrive in a fast-paced environment, demonstrating flexibility and resourcefulness while maintaining a high level of professionalism and confidentiality. The Executive Assistant will be responsible for managing complex calendars, coordinating executive meetings, and facilitating communication between various stakeholders, including internal staff and external partners. In this role, the Executive Assistant will manage heavy calendar responsibilities, which includes scheduling and coordinating meetings with both internal and external executives, assistants, and consultants. The ability to prioritize and manage multiple projects simultaneously is essential, as is the capacity to follow through on various issues in a timely manner. The Executive Assistant will also be tasked with answering phones, directing incoming calls, and handling electronic communications on behalf of the executive team. Additionally, the role involves reviewing and summarizing reports and documents, preparing background materials, and managing outgoing correspondence as necessary. The position demands expert-level written and verbal communication skills, strong decision-making abilities, and meticulous attention to detail. The Executive Assistant will be expected to function effectively in a high-pressure environment, demonstrating excellent organizational skills and the ability to meet deadlines consistently. A background in office administration, clerical procedures, and recordkeeping systems is essential, along with proficiency in Microsoft Office Suite or similar software. Experience in a healthcare setting is preferred, as is familiarity with creating PowerPoint presentations and Excel spreadsheets.

Responsibilities

• Manage heavy calendar responsibilities for the CNO and COO, coordinating complex executive meetings.
• Answer phones and direct incoming calls to the appropriate party promptly and efficiently.
• Handle incoming and outgoing electronic communications on behalf of the executive team.
• Review and summarize miscellaneous reports and documents; prepare background documents and outgoing mail as necessary.
• Prioritize and manage multiple projects simultaneously, ensuring timely follow-through on issues.

Requirements

• High School Diploma or General Education Degree required; Associates Degree or Higher preferred.
• Two to five years of experience in supporting leadership at the executive level preferred.
• Experience scheduling travel arrangements for management required.
• Experience assisting management with the creation of PowerPoint presentations and Excel spreadsheets required.
• Extensive knowledge of office administration, clerical procedures, and recordkeeping systems.
• Excellent verbal and written communication skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Ability to function well in a high-paced and at times stressful environment.
• Extremely proficient with Microsoft Office Suite or similar software with the ability to learn new or updated software.

Nice-to-haves

• Experience successfully creating and/or modifying processes preferred.
• Two to five years of experience in a healthcare setting preferred.