Executive Assistant

Nebraska Methodist Health System; Omaha (NE); On-site; USD 70,000 - 110,000; Full time

Job summary

Nebraska Methodist Health System is seeking an experienced executive assistant to provide confidential, high-level support to the President/CEO and senior executives at the Methodist Corporate Office in Omaha. The role focuses on governance coordination, meetings, records, and communications, ensuring meticulous organization of schedules and priorities.

Responsibilities include managing calendars, preparing minutes, coordinating board activities, and handling sensitive information with

Qualifications

• Experience providing confidential executive support
• Experience coordinating governance processes and meetings
• Experience supporting senior executives or boards of directors

Responsibilities

• Provide confidential executive administrative support to the President/CEO and designated executives
• Coordinate board, committee and executive leadership meetings
• Prepare and distribute minutes and governance records
• Manage complex calendars, travel arrangements and communications
• Coordinate executive-level projects and organizational initiatives
• Maintain confidential records and ensure compliance with policies

Skills

Microsoft 365 proficiency

Board governance support

Executive communication

Calendar management

Document preparation

Education

Postsecondary education in business administration/office management

Associate degree in related field

Tools

Board-management platforms

Electronic record systems

Other business applications

Job description

Why work for Nebraska Methodist Health System?

At Nebraska Methodist Health System, we focus on providing exceptional care to the communities we serve and people we employ. We call it The Meaning of Care – a culture that has and will continue to set us apart. It’s helping families grow by making each delivery special, conveying a difficult diagnosis with a compassionate touch, going above and beyond for a patient’s needs, or giving a high five when a patient beats a disease or conquers a personal health challenge. We offer competitive pay, excellent benefits and a great work environment where all employees are valued! Most importantly, our employees are part of a team that makes a real difference in the communities we live and work in.

Job Summary

Location: Methodist Corporate Office

Address: 825 S 169th St. - Omaha, NE

This is an onsite position

Provides professional, highly organized and confidential executive support directly to the President/CEO of Nebraska Methodist Health System and designated corporate executives. Coordinates executive administration, board governance support, communications, meetings, projects, records and Executive Office operations. Serves as a key liaison with board members, senior leaders, affiliates and internal and external stakeholders.

Responsibilities

Essential Functions

Provides comprehensive, confidential executive administrative support to the President/CEO and designated corporate executives.

Serves as a primary liaison among executive leadership, the Board of Directors, affiliate leadership and internal and external stakeholders.

Coordinates Board, committee and executive leadership meetings.

• Manages schedules, agendas, meeting materials, communications and logistics.
• Prepares accurate minutes documenting significant discussions, decisions and action items.
• Administers the board-management platform and maintains related governance records.

Manages complex executive calendars, correspondence, communications, travel arrangements and administrative priorities.

• Anticipates scheduling conflicts, evaluates competing requests and adjusts priorities based on organizational needs.
• Prepares, edits, proofreads and distributes correspondence, presentations, reports and other executive-level documents.

Coordinates executive-level projects, programs and organizational initiatives.

• Tracks deadlines, deliverables and follow-up items to support timely and accurate completion.
• Communicates with responsible parties and escalates concerns when appropriate.

Establishes and maintains confidential executive, corporate and governance records in accordance with organizational policies and applicable requirements.

Coordinates administrative, financial, compliance and reporting processes assigned to the Executive Office.

• Prepares and processes expense documentation, invoices, reimbursements, payroll-related information and other administrative records.
• Coordinates the distribution, collection and maintenance of required organizational documentation.

Provides operational coordination for the Executive Office, including office workflow, shared resources, records, supplies and administrative processes.

Serves as a resource to leaders and administrative staff throughout the health system regarding executive support practices, governance processes and office procedures.

Identifies and implements opportunities to improve administrative processes, organization, efficiency and service.

Handles highly sensitive, confidential and proprietary information with discretion and sound judgment.

Exercises independent judgment and discretion in anticipating executive and organizational needs, establishing priorities, resolving administrative matters and determining appropriate courses of action within the scope of the position.

Schedule

Performs other related duties and responsibilities as assigned.

Onsite Days Monday-Friday 7:30am-4:00pm

Job Description

Job Requirements

Education

• Postsecondary education or training in business administration, office management, executive administration or a related field preferred.
• Associate degree in business administration, office management or a related field preferred.
• An equivalent combination of education and relevant experience may be considered.

Experience

• Seven years of progressively responsible executive administrative support experience in a medium to large organization required.
• Experience directly supporting senior executives, executive leadership teams or boards of directors required.
• Experience coordinating complex meetings, projects, governance processes or organizational initiatives preferred.
• Experience working in health care or another highly regulated environment preferred.

License/Certifications

• N/A

Skills/Knowledge/Abilities

• Advanced proficiency with Microsoft 365 applications, including Outlook, Word, Excel, PowerPoint and Teams.
• Ability to learn and effectively administer board-management platforms, electronic record systems and other business applications.
• Demonstrated ability to manage complex calendars, competing priorities and time-sensitive assignments.
• Strong project coordination, organizational and follow-through skills.
• Ability to prepare accurate meeting minutes documenting significant discussions, decisions and action items.
• Excellent written communication, editing, proofreading and document-preparation skills.
• Strong verbal communication and interpersonal skills, with the ability to interact professionally with executives, board members, physicians, employees and external stakeholders.
• Demonstrated discretion and sound judgment when handling confidential and sensitive information.
• Demonstrated ability to work independently and exercise sound, independent judgment in prioritizing work, handling sensitive matters and making decisions with limited supervision.
• Ability to adapt to changing priorities and perform effectively in a fast-paced environment.
• Poise, judgment and professionalism necessary to represent the President/CEO, executive leadership and the organization.
• Strong customer service orientation and ability to establish effective working relationships.

Physical Requirements

Weight Demands

• Light Work - Exerting up to 20 pounds of force.

Physical Activity

• Not necessary for the position (0%):
  • Climbing
  • Crawling
  • Kneeling
• Occasionally Performed (1%-33%):
  • Balancing
  • Carrying
  • Crouching
  • Distinguish Colors
  • Lifting
  • Pulling/Pushing
  • Standing
  • Stooping/Bending
  • Twisting
  • Walking
• Frequently Performed (34%-66%):
  • Grasping
  • Keyboarding/Typing
  • Reaching
  • Repetitive Motions
  • Sitting
  • Speaking/Talking
• Constantly Performed (67%-100%):
  • Hearing
  • Seeing/Visual

Job Hazards

• Not Related:
  • Biological agents (primary air born and blood born viruses) (Jobs with Patient contact) (BBF)
  • Chemical agents (Toxic, Corrosive, Flammable, Latex)
  • Electrical Shock/Static
  • Equipment/Machinery/Tools
  • Explosives (pressurized gas)
  • Mechanical moving parts/vibrations
  • Physical hazards (noise, temperature, lighting, wet floors, outdoors, sharps) (more than ordinary office environment)
  • Radiation Alpha, Beta and Gamma (particles such as X-ray, Cat Scan, Gamma Knife, etc.)
  • Radiation Non-Ionizing (Ultraviolet, visible light, infrared and microwaves that causes injuries to tissue or thermal or photochemical means)

About Methodist

Nebraska Methodist Health System is made up of four hospitals in Nebraska and southwest Iowa, more than 30 clinic locations, a nursing and allied health college, and a medical supply distributorship and central laundry facility. From the day Methodist Hospital was chartered in 1891, service to our communities has been a top priority. Financial assistance, health education, outreach to our diverse communities and populations, and other community benefit activities have always been central to our mission.

Nebraska Methodist Health System is an Affinity Action/Equal Opportunity Employer and does not discriminate on the basis of race, color, religion, sex, age, national origin, disability, veteran status, sexual orientation, gender identity, or any other classification protected by Federal, state or local law.