Executive Assistant

Ascension - Baltimore, MD

Full-time - Entry Level

Remote - Baltimore, MD

10,001+ employees

Ambulatory Health Care Services

About the position

As an Executive Assistant at Ascension, you will play a crucial role in providing comprehensive administrative support to executives within the organization. This position is primarily remote, with the potential for occasional on-site work at facilities located in Wichita, Kansas, or Baltimore, Maryland. Your responsibilities will encompass a wide range of tasks aimed at ensuring the smooth operation of executive functions. You will manage schedules and calendars, which includes arranging meetings, appointments, and infrequent travel plans. Your ability to prioritize and manage tasks effectively will be essential in maintaining efficiency in a fast-paced environment. In addition to calendar management, you will be responsible for formatting presentations and documents, taking meeting minutes, preparing agendas, and distributing relevant materials to attendees for various committees, including the board mission committee and ethics committee. You will also manage expenses, reimbursements, and financial records, albeit to a minimal extent. Acting as a liaison between leaders and other departments or team members will be a key aspect of your role, requiring excellent communication skills and the ability to foster collaborative relationships. To succeed in this position, you will need to demonstrate outstanding organizational skills and a keen attention to detail, particularly in written communication. Your experience as an Executive Assistant, especially in a hospital setting, will be invaluable as you support multiple senior leaders and contribute to the overall mission of Ascension, which is dedicated to transforming healthcare and providing care to those most in need.

Responsibilities

• Provide administrative support for executives.
• Manage schedules and calendars, including arranging meetings and appointments.
• Coordinate infrequent travel plans for executives.
• Format presentations and documents as needed.
• Prioritize and manage tasks and deadlines to ensure efficiency.
• Take meeting minutes and prepare agendas for various committees.
• Distribute relevant materials to attendees for board mission committee and ethics committee meetings.
• Manage expenses, reimbursements, and financial records (minimal).
• Act as a liaison between leaders and other departments or team members.

Requirements

• High School diploma equivalency OR 1 year of applicable cumulative job specific experience required.
• 3+ years experience as a hospital-based Executive Assistant supporting multiple senior leaders.
• Experience taking meeting minutes.
• Excellent organizational skills and highly efficient with calendaring.
• Outstanding communication skills, both written and verbal.

Nice-to-haves

• Experience in a healthcare setting.
• Proficiency in office software and tools for document preparation and scheduling.

Benefits

• Paid time off (PTO)
• Various health insurance options & wellness plans
• Retirement benefits including employer match plans
• Long-term & short-term disability
• Employee assistance programs (EAP)
• Parental leave & adoption assistance
• Tuition reimbursement