Senior Executive Administrative Assistant

Full-time

Louisville, KY

Hospitals

About the position

The Executive Administrative Assistant provides high-level administrative support to ensure efficient operations. This role supports the Chief Academic Officer/President (CAO) and Chief Operating Officer (COO) through a variety of organizational, communication, and administrative functions. The ideal candidate anticipates needs, takes proactive measures to resolve challenges, and maintains discretion when handling confidential and time-sensitive material.

Responsibilities

• Manage the operational workflow and calendars for the CAO/President and COO, ensuring optimal efficiency.
• Provide confidential administrative support, including the preparation of reports for the Board of Directors and external stakeholders.
• Serve as the primary in-person support for the internal functions of Academic Affairs and Operations, including travel as needed.
• Perform complex administrative duties, such as responding on behalf of executives, composing correspondence, and coordinating cross-functional resources.
• Prepare dashboards, executive summaries, and strategic analyses to facilitate effective and rapid decision-making for both executives.
• Ensure that internal and external presentations adhere to brand standards, are accurate, and convey purposeful information.
• Organize and structure meetings to maximize productivity, including drafting agendas, taking minutes, and tracking follow-up action items.
• Manage schedules, appointments, travel arrangements, and expense reports for the President/CAO and COO.
• Implement a communication process to ensure stakeholders receive critical information within necessary timeframes.
• Develop and enforce office procedures to improve information flow and coordination.
• Handle inquiries, redirecting them to appropriate personnel or departments as needed.
• Make independent decisions regarding assigned work and projects.
• Provide general administrative support, including writing, editing, archiving, and presentation preparation.
• Coordinate and prepare for meetings and events, including scheduling teleconferences, securing conference space, arranging refreshments, and distributing minutes.
• Create and manage PowerPoint presentations for the President/CAO and COO.
• Act as a backup for other executive administrative assistants, ensuring continuity of executive support.
• Attend meetings as assigned and report on key takeaways and action items.
• Participate in educational and safety programs as needed.

Requirements

• Eight years of administrative support experience in a professional environment with a preference of four years at the executive level.
• Bachelor's degree or equivalent experience.
• Strong proficiency in Microsoft Office applications including Outlook, Word, Excel, PowerPoint, and other desktop publishing software.
• Excellent writing and editing skills.
• Outstanding communication skills.
• Maintains a professional image and presence.
• Ability to respect and adhere to, always, the confidential nature of the work and information in both offices.
• Desire to be continually learning.
• Strong organizational and time management skills to effectively support multiple executives.
• Travel may be required up to 10% of the time for special events such as Board meetings and other internal events.

Benefits

• Comprehensive medical coverage that covers many common services at no cost or for a low copay.
• Plans include prescription drug and behavioral health coverage as well as free telemedicine services and free AirMed medical transportation.
• Additional options for dental and vision benefits, life and disability coverage, flexible spending accounts, supplemental health protection plans (accident, critical illness, hospital indemnity), auto and home insurance, identity theft protection, legal counseling, long-term care coverage, moving assistance, pet insurance and more.
• Free counseling services and resources for emotional, physical and financial wellbeing.
• 401(k) Plan with a 100% match on 3% to 9% of pay (based on years of service).
• Employee Stock Purchase Plan with 10% off HCA Healthcare stock.
• Family support through fertility and family building benefits with Progyny and adoption assistance.
• Referral services for child, elder and pet care, home and auto repair, event planning and more.
• Consumer discounts through Abenity and Consumer Discounts.
• Retirement readiness, rollover assistance services and preferred banking partnerships.
• Education assistance (tuition, student loan, certification support, dependent scholarships).
• Colleague recognition program.
• Time Away From Work Program (paid time off, paid family leave, long- and short-term disability coverage and leaves of absence).
• Employee Health Assistance Fund that offers free employee-only coverage to full-time and part-time colleagues based on income.