Executive Assistant

CHS Career Site; Key West (FL); On-site; USD 45,000 - 65,000; Full time

Job summary

CHS Career Site seeks an Executive Assistant to provide comprehensive administrative support to department leaders, handling calendars, scheduling, travel, and confidential tasks. You will liaise with staff and external stakeholders, draft documents, and help prepare reports and presentations.

Responsibilities include meeting prep, minutes, evidence-based organization, and coordinating office operations while maintaining professionalism.

Qualifications

• Associate degree preferred in Business Administration, Healthcare Administration, or related field.
• 3-5 years of administrative or executive support experience required.
• Experience in a healthcare or facility setting preferred.

Responsibilities

• Manage calendars, schedule meetings, and coordinate travel for department leaders.
• Prepare for meetings: draft agendas, compile materials, record and distribute minutes.
• Maintain organized systems for documents, correspondence, and records.
• Screen and route calls and visitors; ensure inquiries are addressed.
• Assist in compiling data for reports, presentations, and decision-making.
• Coordinate office supplies and operational needs to ensure smooth workflow.
• Communicate policy updates to staff; ensure staff adherence.
• Handle confidential information with discretion and professionalism.
• Liaise between leaders, staff and external stakeholders to foster communication.
• Perform other duties as assigned; maintain reliable attendance and policy compliance.

Skills

Microsoft Office

Time management

Communication

Discretion/ confidentiality

Interpersonal skills

Education

Associate degree in business or healthcare admin

Tools

Office equipment

Job description

Job Summary

The Executive Assistant provides comprehensive administrative support to department leaders, ensuring the efficient management of clerical, operational, and business-related tasks. This role handles scheduling, communication, and organizational responsibilities while maintaining professionalism and confidentiality. The Executive Assistant serves as a liaison between leadership, staff, and external stakeholders, contributing to operational excellence and fostering positive relationships.

Essential Functions

• Manages calendars, schedules meetings, and coordinates travel arrangements for department leaders.
• Organizes and prepares for meetings, including drafting agendas, compiling materials, and recording and distributing minutes.
• Maintains organized systems for managing documentation, correspondence, and departmental records.
• Screens and routes incoming calls and visitors, ensuring inquiries are addressed appropriately.
• Assists in compiling and organizing data for reports, presentations, and decision-making.
• Coordinates office supplies, inventory, and other operational needs to ensure smooth workflow.
• Provides support for policy and procedural updates, including communicating changes to staff.
• Handles confidential and sensitive information with discretion and professionalism.
• Acts as a liaison between department leaders, staff, and external stakeholders, fostering effective communication.
• Performs other duties as assigned.
• Maintains regular and reliable attendance.
• Complies with all policies and standards.

Qualifications

• Associate Degree in Business Administration, Healthcare Administration, or a related field preferred
• 3-5 years of administrative or executive support experience required
• Experience in a healthcare or facility setting preferred

Knowledge, Skills and Abilities

• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and office equipment.
• Excellent organizational and time management skills with attention to detail.
• Effective verbal and written communication skills, including the ability to draft professional documents and reports.
• Demonstrated ability to handle confidential and sensitive information with discretion.
• Strong interpersonal skills to build and maintain positive relationships with staff, leaders, and external stakeholders.
• Problem-solving skills with the ability to prioritize tasks and manage competing demands.