Executive Assistant

HCA Healthcare - Dallas, TX

Part-time,Full-time - Mid Level

Dallas, TX

10,001+ employees

Hospitals

About the position

The Executive Assistant position at the North Texas Division Office of HCA Healthcare is a vital role that provides comprehensive administrative and secretarial support to senior leaders and their departments. This position is under the direct supervision of the Division Manager of Administrative and Office Services and involves a variety of tasks that require independent judgment, discretion, and a high level of interpersonal skills. The Executive Assistant will be responsible for managing complex schedules, organizing meetings, and coordinating travel arrangements for senior leaders. This role also includes maintaining calendars, contact lists, and filing systems, as well as retrieving information and managing correspondence for the department. In addition to traditional administrative duties such as word processing and filing, the Executive Assistant will engage in financial record keeping, payroll processing, and the coordination of meetings and conferences. The position requires the ability to handle a diverse group of external callers and visitors, as well as internal contacts at all levels of the organization. The Executive Assistant will be expected to work independently and collaboratively on special projects, demonstrating a proactive approach to problem-solving and organizational efficiency. The ideal candidate will possess strong multitasking abilities, attention to detail, and the capacity to prioritize a diverse workload. This role is essential in ensuring that the administrative functions of the department run smoothly, allowing senior leaders to focus on their strategic responsibilities. The Executive Assistant will also be involved in maintaining confidentiality and handling sensitive information, making poise, tact, and diplomacy crucial attributes for success in this position.

Responsibilities

• Schedules and organizes complex activities such as meetings, travel, conferences, and department activities for senior leaders.
• Maintains calendars and contact lists for assigned leaders and department staff.
• Establishes, develops, maintains, and updates filing systems for assigned leaders and departments.
• Retrieves information from files when needed.
• Establishes, develops, maintains, and updates a library of journals and magazines appropriate to the department.
• Organizes and prioritizes large volumes of information and calls.
• Responds to regularly recurring requests for information.
• Sorts and distributes mail for department leaders and other department members.
• Answers phones for the assigned leaders and the department, taking messages or fielding routine questions.
• Works in cooperation with other Administrative Assistants to cover phones.
• Acts as a liaison with other departments, facilities, and outside agencies, including high-level staff such as CEOs and Presidents.
• Handles confidential information and explains departmental policies when necessary.
• Works independently and within the team on special nonrecurring and ongoing projects.
• Types and designs general correspondence, memos, charts, tables, graphs, business plans, etc. as requested.
• Proofreads copy for spelling, grammar, and layout, making appropriate changes.
• Processes travel expense reports from assigned leaders/department staff and forwards to Accounting.
• Logs invoices when received, obtaining approval signatures and forwarding to accounting.
• Orders supplies for the department as needed.
• Understands urgency and works to expedite records, invoices, and other documents timely.

Requirements

• High school diploma or GED required; college graduate preferred.
• Minimum of 3 years of experience in an administrative role.
• Strong working knowledge of Microsoft Office Suite (Word, Excel, Outlook).
• High level of interpersonal skills to handle sensitive and confidential situations.
• Attention to detail in composing, typing, and proofing materials.
• Ability to establish priorities, multitask, and meet deadlines.

Nice-to-haves

• Experience in a healthcare setting is preferred.
• Familiarity with financial record keeping and payroll processing.

Benefits

• Employee stock purchase plan
• Disability insurance
• Health insurance
• Dental insurance
• Flexible spending account
• Tuition reimbursement
• Paid time off
• Adoption assistance
• Family leave
• Vision insurance
• 401(k) matching
• Pet insurance