Executive Assistant

Physician Hospital Organization (PHO); Town of Waverly (NY); On-site; USD 60,000 - 90,000; Full time

Job summary

Holland Hospital seeks an experienced executive administrative professional to support the Chief Executive team and collaborate with the Administrative Executive Team. The role prioritizes, coordinates, and executes a broad range of daily operational and administrative functions in a healthcare setting.

The position provides high-level, complex, and confidential administrative support to executive leadership, ensuring efficient operations, effective communication, and handling sensitive

Qualifications

• Experience supporting executives in healthcare or corporate settings.
• Ability to handle confidential information with discretion.
• Strong written and verbal communication.
• Proven calendar and email management skills.
• Excellent organizational abilities.

Responsibilities

• Composing, editing, and proofreading correspondence, reports, presentations, and other business documents.
• Performing advanced word processing and document management.
• Planning, coordinating, and facilitating meetings and events.
• Maintaining administrative systems and organization.
• Supporting committees and executive projects.
• And performing other related duties as assigned.
• Proficiently utilizes multiple technical applications for word processing, spreadsheet and database management, and presentation development.
• Completes assigned projects with minimal supervision.
• Within general guidelines and financial parameters, acts as liaison with outside services for special projects.
• Organizes and supports committees and group meetings as needed.
• Schedules preparatory meetings, prepares and distributes agenda packets, secures meeting rooms and appropriate refreshments, records meeting minutes.

Skills

Calendar management

Executive support

Travel coordination

Document management

Communication

Discretion

Multitasking

Education

High school diploma

Tools

Microsoft Office

Outlook

Word

PowerPoint

Excel

Job description

Reporting to the Executive Director and collaborating closely with the Administrative Executive Team, this position is responsible for prioritizing, coordinating, and executing a broad range of daily operational and administrative functions.

The role provides high-level, complex, and confidential administrative support to executive leadership, ensuring efficient operations and effective communication across the organization.

The successful candidate demonstrates exceptional organizational skills, sound judgment, discretion in handling sensitive information, and the ability to manage multiple priorities in a fast-paced environment.

A strong attention to detail, commitment to accuracy, and focus on delivering high-quality work products are essential to success in this role.

Key responsibilities

• composing, editing, and proofreading correspondence, reports, presentations, and other business documents;
• performing advanced word processing and document management;
• planning, coordinating, and facilitating meetings and events;
• maintaining administrative systems and organization;
• supporting committees and executive projects;
• and performing other related duties as assigned.

Provides Personal Organization Support

• Manages complex calendars.

Assists in prioritization of ongoing daily activities.

Arranges for meetings, appointments and travel requirements.

Prepares, organizes, and maintains filing systems.

Receives and filters mail.

Manages incoming and outgoing phone activity as required.

Communications

• Prepares correspondence, reports, memoranda, technical papers and related material for executives as requested.
• Composes communications from verbal direction and from knowledge of hospital policy or procedures.
• Proof-reads and prepares documents for final distribution, manages document distribution and required follow up.

Project Support

• Proficiently utilizes multiple technical applications for word processing, spreadsheet and database management, and presentation development.
• Completes assigned projects with minimal supervision.
• Within general guidelines and financial parameters, acts as liaison with outside services for special projects.

Committee and Meeting Support

• Organizes and supports committees and group meetings as needed.
• Schedules preparatory meetings, prepares and distributes agenda packets, secures meeting rooms and appropriate refreshments, records meeting minutes.
• Collects information as needed for executive conferences and reports.

Observes policies and procedures.

Enhances executive efficiency and effectiveness.

Anticipates and resolves scheduling conflicts.

Achieves and maintains appropriate balance of meeting and non-meeting time.

Filters incoming requests for input and information, and proactively prepares responses.

Maintains ongoing dialogue with executives to anticipate and accommodate needs, organize response, monitor status of outstanding issues, and assure issues are addressed in required time frame.

Observes established departmental policies and procedures, objectives, safety and environmental standards while handling information of a highly confidential nature.

Holland Hospital is an Equal Opportunity Employer, please see our EEO policy

Why Holland Hospital?

In a word-caring. Here, we not only strive to provide the best possible care to our patients, but also nurture the continued health and wellness of our most valuable asset: our employees. We believe superior service is only possible with a superior workforce. Our collaborative, can-do culture makes all things possible. And, our family-like feel makes Holland Hospital not only a great place to work, but a career that feels like home.