Administrative Assistant

Talentify; Madisonville (KY); On-site; USD 42,000 - 68,000; Full time

Job summary

Deaconess is seeking an Executive Assistant I to provide administrative and operational support to senior executives and the administrative team. The role includes managing calendars, coordinating meetings and travel, and maintaining confidential records.

The position supports meetings, special projects, events, and daily office operations, ensuring professional interactions with employees, patients, and visitors while upholding organizational standards.

Qualifications

• Associate degree or equivalent experience in office administration or related field.
• 3–5 years of advanced-level administrative or executive support experience.
• Strong professional communication, grammar, spelling, and business writing.
• Working knowledge of healthcare terminology and hospital operations preferred.
• Ability to handle confidential information with discretion.
• Proficiency with Microsoft Office and standard office technology.

Responsibilities

• Manage senior executive calendars, meetings, and appointments.
• Coordinate meetings, agendas, catering, attendees, and meeting minutes.
• Arrange travel, lodging, and conference registrations.
• Prepare, proofread, and distribute correspondence, reports, and presentations.
• Maintain files, contracts, and confidential records with discretion.
• Serve as professional contact for employees, patients, visitors, and the public.
• Assist with special projects and events as needed.
• Provide administrative coverage for other staff when required.

Skills

Professional communication

Healthcare terminology

Organizational skills

Interpersonal skills

Discretion/confidentiality

Microsoft Office

Business etiquette

Education

Associate degree in Office Administration

Tools

Microsoft Office Suite

Job description

Job Summary

At Deaconess, our mission is to advance the health and well-being of our community with a compassionate and caring spirit.

The Executive Assistant I provides administrative and operational support to senior executive leaders, the Executive Assistant II, and the administrative medical group board. This position provides advanced administrative support while assisting with meetings, special projects, events, travel coordination, and daily office operations.

Key Responsibilities

• Manage and coordinate senior executive calendars, meetings, and appointments.
• Coordinate meetings and functions, including meeting rooms, agendas, catering, attendees, and meeting minutes.
• Arrange business travel, including transportation, lodging, meals, and conference registrations.
• Prepare, proofread, edit, and distribute correspondence, reports, presentations, and confidential documents.
• Maintain office files, contracts, records, and other organizational information while protecting confidentiality.
• Serve as a professional point of contact for employees, patients, visitors, and the public.
• Answer and direct telephone calls, receive visitors, take accurate messages, and respond to requests for assistance.
• Maintain and coordinate property and space lease agreements.
• Prepare and maintain organizational charts for medical group operations.
• Provide administrative coverage for the Executive Assistant II and other support staff.
• Assist with special projects, events, and other administrative duties as assigned.
• Demonstrate a commitment to positive customer service, safety, and organizational standards.

Qualifications

• Associate degree in Office Administration or a related field, or equivalent experience in lieu of education.
• 3–5 years of experience in an advanced-level administrative or executive support role.
• Strong knowledge of grammar, spelling, punctuation, and professional business communication.
• Working knowledge of healthcare and business terminology.
• Strong organizational, communication, and interpersonal skills.
• Ability to handle confidential information with discretion.
• Knowledge of hospital operations, organizational procedures, and policies preferred.
• Proficiency with Microsoft Office and other standard office technology.

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.