Executive Assistant I

rivhs; Newport News (VA); On-site; USD 28,000 - 36,000; Full time

Job summary

Riverside Health System in Newport News, Virginia seeks an Executive Assistant Level I to support one or more Vice Presidents with high-level administrative tasks. The role covers correspondence, meeting preparation, calendar management, travel arrangements, invoicing, and file management, ensuring efficient operations and top-tier service.

Candidates should have a high school diploma or GED, 5–6 years of executive support experience, and proficiency in Microsoft Office; associates in Business

Qualifications

• 5-6 years of executive level administrative support experience.
• Associate degree in business administration preferred.
• Strong calendar management and travel coordination experience.

Responsibilities

• Provides clerical support for Vice Presidents and executives; includes reception and customer service.
• Responsible for heavy calendar management, meeting setup, travel arrangements, and room reservations.
• Maintains materials for board and committee members; prepares agendas and minutes as needed.
• Maintains office supplies and handles invoicing, POs, and payments coding.
• Screens correspondence, drafts letters, and maintains organized filing systems.

Skills

Medical Terminology knowledge

Verbal & written communication

Independent work and time management

Education

High School Diploma or GED

Associates Degree in Business Administration (Preferred)

Tools

Microsoft Office Suite

Job description

Newport News, Virginia

Hiring Range

$20.40 - $26.55/Hourly

Actual 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.