Executive Assistant I

101 Riverside Hospital, Inc.; Newport News (VA); On-site; USD 2,810,000 - 3,658,000; Full time

Job summary

Riverside Health System in Newport News, VA seeks an Executive Assistant Level I to provide high-level administrative support to Vice Presidents. Responsibilities include calendar management, correspondence, travel arrangements, meeting coordination, and expense processing, with attention to internal processes and the Riverside Care Difference.

The role requires a High School Diploma or GED (Associates preferred) and 5–6 years of executive-level support experience, including strong MS Office

Qualifications

• Medical terminology knowledge is required.
• Proficient use of Microsoft Office Suite.
• Strong ability to work independently and manage time.
• Excellent verbal and written communication skills.

Responsibilities

• Provide clerical support for executives, including reception, customer service, and phone handling.
• Manage heavy calendar schedules, coordinate meetings, travel, and room setups.
• Maintain board/committee materials and prepare agendas, packets, and minutes.
• Monitor office supplies and ensure proper coding and posting of invoices and payments.
• Route and draft correspondence to support executives and maintain organized filing systems.

Skills

Medical Terminology

MS Office

Time management

Verbal & written communication

Education

High School Diploma or GED

Associates Degree, Business Administration

Job description

Newport News, Virginia

Hiring Range

$20.40 - $26.55/HourlyActual pay is determined based on job-related factors such as relevant experience, education, credentials, skills, internal equity, and business needs.

Overview

Executive Assistant Level I supports one or more facility or division level Vice President(s) and/or Senior VP(s). Position is responsible for providing high level administrative support. The core job functions: Correspondence, Meeting Preparation/Coordination, Statistical Reports, meeting minutes, complex calendar management, Travel Arrangements, Invoice/POs/PCard purchases, Customer Service, Phone Support, file management, office supplies. Position will perform a wide variety of secretarial and general administrative duties to support leadership utilizing the Riverside Care Difference principles in all interactions.

What you will do

• Provides clerical support for facility/division Vice President and other relevant executives. Duties include reception, greetings, customer service, answering phones, taking messages, referring calls, etc.
• Responsible for heavy calendar management in meeting times, appointments, special events, etc. Meeting management includes room reservation, timely preparation, setup, travel accommodations, special room arrangements, and may include recording meeting minutes.
• Provides support by maintaining list Facility or Division Board members and committee members as assigned. Corresponds with board and committee members providing high level of customer service. Ensures materials for boarding meetings and committees are prepared timely and provided to members in advance. May prepare meeting agendas, packets, participant correspondence, and recording meeting minutes.
• Maintains proper levels in office supplies, which may require checking stock, anticipating needed supplies, placing and expediting orders for supplies. Responsible for maintaining accurate accounting functions/duties within the department, may include but not limited to: ensures that all invoices, check requests, Cards and payments are accurately coded and posted/logged during applicable month and submitted to Accounting in a timely manner.
• Conserves executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications and maintaining related file systems. Filing system is organized and maintained to ensure efficiency/productivity for the department.

Qualifications

Education

• High School Diploma or GED, (Required)
• Associates Degree, Business Administration (Preferred)

Experience

• 5-6 years Executive level administrative support, Related Education in Lieu of experience (Required)

Skills and Abilities

• Medical Terminology knowledge
• Proficient in Microsoft Office Suite
• Strong ability to work independently and manage one's time.
• Verbal and written communication skills.

To learn more about being a team member with Riverside Health System visit us at https://www.riversideonline.com/careers .