Senior Executive Administrative Assistant

$42,000 - $68,000/Yr

Healthpoints - College Station, TX

Full-time - Mid Level

Onsite - College Station, TX

Ambulatory Health Care Services

About the position

The Executive Assistant provides crucial high-level administrative support to the senior leadership team and assists with the efficient operation of the organization, performing a wide range of administrative duties, managing complex calendars, coordinating meetings, and maintaining confidential information. This role requires exceptional organizational skills, attention to detail, and the ability to work independently in a fast-paced healthcare environment. The Executive Assistant will be responsible for ensuring that the senior leadership team can focus on strategic initiatives by managing their schedules and communications effectively. In this position, the Executive Assistant will provide high-level administrative support to key leaders including the CEO, CFO, COO, CMO, CNO, CCO, and CHRO. This includes managing calendars, scheduling appointments, and coordinating meetings, ensuring all necessary materials are prepared and distributed in a timely manner. The role also involves prioritizing and managing incoming communications, preparing and proofreading correspondence, reports, presentations, and other documents as requested. The Executive Assistant will coordinate and schedule internal and external meetings, including logistics, room bookings, audiovisual setup, and catering arrangements. They will prepare meeting agendas, minutes, and action items, ensuring follow-up and timely completion of tasks. Additionally, the role includes maintaining organized electronic and physical filing systems, managing confidential information, and assisting in the preparation and distribution of board materials and reports. Administrative support will extend to various departments within HealthPoint, including processing and tracking expense reports, purchase orders, and invoices, as well as assisting in budget preparation and monitoring. The Executive Assistant will also maintain inventory of office supplies, coordinate maintenance requests for office equipment, and assist in onboarding new employees. Building and maintaining positive relationships with internal and external stakeholders is crucial, as the Executive Assistant will serve as a point of contact and liaison between the executive team and others. They will also identify opportunities to streamline administrative processes and improve efficiency, participating in organizational projects and initiatives as needed. This role is vital for the overall success of the organization, requiring a proactive approach and a commitment to excellence in all tasks.

Responsibilities

• Provide high-level administrative support to the senior leadership team, including the CEO, CFO, COO, CMO, CNO, CCO, CHRO, and other key leaders.
• Manage calendars, schedule appointments, and coordinate meetings, ensuring all necessary materials are prepared and distributed in a timely manner.
• Prioritize and manage incoming communications (phone calls, emails, mail), responding or redirecting as appropriate.
• Prepare and proofread correspondence, reports, presentations, and other documents as requested.
• Coordinate and schedule internal and external meetings, including logistics, room bookings, audiovisual setup, and catering arrangements.
• Prepare meeting agendas, minutes, and action items, ensuring follow-up and timely completion of tasks.
• Assist in the organization of special events, conferences, and board meetings, coordinating travel arrangements, accommodations, and registration.
• Maintain organized electronic and physical filing systems, ensuring documents and records are properly stored and easily retrievable.
• Manage confidential and sensitive information with discretion, adhering to privacy and security policies and regulations.
• Assist in the preparation and distribution of board materials, reports, and other important documents.
• Provide general administrative support to various departments and teams within HealthPoint as needed.
• Process and track expense reports, purchase orders, and invoices, ensuring accuracy and compliance with financial policies.
• Assist in the preparation and monitoring of budgets, maintaining financial records, and generating reports as requested.
• Coordinate and facilitate internal communications, such as staff announcements, newsletters, and updates.
• Maintain inventory of office supplies and equipment, monitoring stock levels and placing orders as necessary.
• Coordinate maintenance and repair requests for office equipment, ensuring a functional and efficient working environment.
• Assist in the onboarding of new employees, including preparing workspaces, coordinating IT setup, and providing orientation materials.
• Collaborate with facilities management to ensure the cleanliness, safety, and security of the office environment.
• Build and maintain positive relationships with internal and external stakeholders, including staff, board members, vendors, and community partners.
• Serve as a point of contact and liaison between the executive team and internal/external stakeholders, addressing inquiries and requests promptly and professionally.
• Identify opportunities to streamline administrative processes and improve efficiency, proposing and implementing appropriate solutions.
• Stay updated on administrative best practices, tools, and technologies, and make recommendations for process enhancements and automation.
• Participate in organizational projects and initiatives, providing administrative support and contributing to their successful implementation.

Requirements

• Exceptional organizational skills and attention to detail.
• Ability to work independently in a fast-paced healthcare environment.
• Proficient in managing complex calendars and scheduling appointments.
• Strong communication skills, both written and verbal.
• Experience in preparing and proofreading correspondence, reports, and presentations.
• Ability to manage confidential and sensitive information with discretion.
• Experience in coordinating meetings and events, including logistics and catering arrangements.
• Proficient in maintaining organized electronic and physical filing systems.
• Experience in processing expense reports, purchase orders, and invoices.
• Ability to build and maintain positive relationships with internal and external stakeholders.

Nice-to-haves

• Experience in the healthcare industry.
• Familiarity with budget preparation and monitoring.
• Knowledge of administrative best practices and tools.