HealthCare Executive Assistant

About the position

The HealthCare Executive Assistant plays a vital role in supporting executives within healthcare organizations, ensuring smooth administrative operations. This position involves managing schedules, coordinating meetings, preparing reports, handling communications, and maintaining confidentiality. The ideal candidate is highly organized, detail-oriented, and capable of thriving in a fast-paced environment while maintaining professionalism.

Responsibilities

• Manage executive calendars, including scheduling appointments, meetings, and travel.
• Organize and coordinate high-level meetings, including preparing agendas, materials, and presentations.
• Draft, edit, and proofread reports, emails, and other communications.
• Handle confidential and sensitive information with discretion and professionalism.
• Answer, screen, and direct incoming calls and emails on behalf of the executive.
• Maintain organized filing systems for key documents.
• Assist with expense reports, invoice processing, and budget tracking.
• Coordinate executive travel, accommodations, and itineraries for conferences, events, or business trips.
• Arrange logistics for meetings, conferences, and internal/external events.
• Prepare and distribute meeting minutes, follow-ups, and action items.
• Act as the liaison between the executive and external clients.
• Work closely with head departments to ensure smooth operations.
• Assist in the preparation of healthcare regulatory documentation, compliance reports, and project updates.
• Stay updated on healthcare industry trends, policies, and relevant changes that may impact executive decisions.
• Support various ad-hoc projects assigned by the executive.
• Conduct research and data analysis to aid in decision-making processes.
• Collaborate with cross-functional teams to ensure project timelines are met.

Requirements

• Bachelor's degree in healthcare administration, Business Administration, or a related field preferred.
• 3+ years of experience as an Executive Assistant, preferably in a healthcare setting.
• Excellent written and verbal communication skills.
• Strong organizational and time management abilities.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office software.
• Knowledge of healthcare systems, terminologies, and regulations.
• Ability to work independently with minimal supervision.
• Discretion and confidentiality in handling sensitive information.

Nice-to-haves

• Experience with healthcare management software (e.g., Epic, Cerner).
• Familiarity with healthcare regulations (HIPAA, Medicare/Medicaid compliance).
• Strong interpersonal skills with the ability to interact effectively with staff and external clients.

Benefits

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance