<p>Position Summary</p> <p>The Senior Executive Assistant (EA) provides comprehensive administrative, operational, and project support to the Executive Vice President (EVP), Chief Operating Officer (COO) and their leadership team and serve as a key partner to the Administrative Chief of Staff (ACOS), supporting strategic initiatives and operational execution. The EA will provide principal support on a wide range of complex and sensitive executive and operations-based initiatives and is responsible for anticipating needs and demands and works to provide logical, innovative, and creative solutions with limited instruction. The EA serves as a key administrative liaison for the operations division, ensuring seamless coordination of activities, fostering collaboration across teams, programs, and departments, and managing high-level executive functions.</p> <p>ROLE RESPONSIBILITIES</p> <p>Executive Support</p> <ul> <li>Serve as a strategic partner to the SVP, COO by managing a dynamic and complex calendar, including internal and external meetings, with advance preparation of necessary materials. </li><li>Anticipate executive needs to enable focus on strategic priorities and enterprise-level decision making. </li><li>Actively participate in key leadership meetings alongside the COO to document minutes, track key decisions, and follow through on action items to ensure accountability and progress against strategic priorities. </li><li>Collaborates with Executive Leadership and Administrative Chief of Staff to support accountability for key initiatives, ensuring follow-ups, deadlines, and deliverables are tracked and met across departments. </li><li>Maintain an organized system to track, circulate, and escalate outstanding action items resulting from executive discussions. </li><li>Draft, edit, and format high-level communications, presentations, reports and board-facing materials. </li><li>Coordinate travel arrangements, process reimbursements, and manage corporate card reconciliations. </li><li>Reconcile time cards weekly to ensure payroll accuracy. </li></ul> <p>Collaboration with ACOS</p> <ul> <li>Partner with the ACOS on executive initiatives and operation projects as assigned. </li><li>Support the administrative offices as needed, offering flexibility to assist with priority tasks and maintain overall office function and workflow. </li><li>Assists with Board and Governance Support as outlined below: </li><li>Collaborate with the Administrative Chief of Staff to support Board of Directors and committee functions, including agenda development, presentation preparation, and minute-taking. </li><li>Coordinate logistics for board meetings, retreats, and events including venue setup, catering, technology, and materials. </li><li>Maintain accurate records and ensure timely distribution of board documents and communications. </li></ul> <p>Administrative & Operational Support</p> <ul> <li>Manage complex meeting logistics (conference room reservations, catering, A/V setup, and materials preparation) for executive and operational leadership gatherings. </li><li>Develop and implement improved administrative procedures to enhance efficiency and support operational performance. </li><li>Serve as primary administrative point of contact for internal and external inquiries on behalf of the COO's office. </li><li>Monitor and maintain supplies, initiate work orders, process check requests, and handle documentation for purchasing or vendor agreements. </li><li>Maintain and update dashboards to track key performance indicators, project progress, and operational metrics. </li></ul> <p>Cross-Team & Project Support</p> <ul> <li>Facilitate communication and collaboration across relevant departments. </li><li>Support and coordinate cross-functional projects, including research, process improvement, and operational initiatives. </li><li>Assist in developing and implementing strategic initiatives within the scope of the COO's division. </li><li>Actively participate in operational leadership team meetings, acting as a resource to the leaders, contributing insights and recommendations. </li></ul> <p>Special Projects & Event Coordination</p> <ul> <li>Plan and execute special events, retreats, and operational presentations with end-to-end logistical oversight. </li><li>Coordinate cross-functional event needs, including travel arrangements and real-time event support. </li><li>Provide backup support and ad hoc project coordination across the Operations Division. </li><li>Stay current with administrative best practices and pursue continuous learning to support executive leadership effectively. </li></ul> <p>Performs Other Duties as Assigned</p> <p>EDUCATION and/or EXPERIENCE REQUIRED</p> <p>Education Required: Associate degree in business, healthcare administration, or related field or an equivalent combination of education, training and relevant experience may be considered.</p> <p>Education Preferred: Bachelors degree or higher preferred in health policy, business administration, healthcare management or related field.</p> <p>Experience Required: Minimum of seven years of progressive administrative support experience, ideally with C-suite level executives, and preferably in a healthcare or corporate setting.</p> <p>KNOWLEDGE, SKILLS AND ABILITIES REQUIRED</p> <p>Knowledge of:</p> <ul> <li>Advanced expertise in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook. </li><li>Proficient in collaborative platforms such as SmartSheet and Zoom for remote coordination and project tracking. </li><li>Familiarity with data tracking, dashboards, and grants administration. </li><li>Experience with project management, financial reconciliation, and contract administration. </li><li>Understanding of general math and accounting principles. </li></ul> <p>Skills:</p> <ul> <li>Exceptional organizational skills, reflecting the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail. </li><li>Strong interpersonal and communication skills, capable of building relationships across all levels including executives, senior leaders, physicians, clinicians, board members, and external partners. </li><li>Advanced written and verbal communication skills, with discretion and confidentiality in handling sensitive information. </li><li>Confident in facilitating, presenting and speaking to both internal and external audiences. </li></ul> <p>Ability to:</p> <ul> <li>Proven ability to work in a fast-paced environment with multiple priorities that require strong project management and decision-making capabilities. </li><li>Plan, develop, and coordinate multiple complex projects independently and proactively. </li><li>Organize and manage time, activities, processes, and projects effectively on a weekly, quarterly, and annual basis. </li><li>Attend to administrative details utilizing initiative, problem analysis techniques, excellent judgment, and confidentiality. </li><li>Demonstrate proactive approaches to problem-solving with strong decision-making capability. </li><li>Handle confidential information with discretion, adapt to various competing demands, and demonstrate the highest level of customer service and response. </li><li>Function as a highly resourceful team player, as well as work effectively independently. </li><li>Influence, mentor and coach others beyond their departments to improve organizational outcomes. </li><li>Achieve high-performance goals and meet deadlines in a fast-paced environment. </li><li>Act as a forward-looking thinker who actively seeks opportunities and proposes solutions. </li></ul>