Executive Assistant to VP - Calendar & Operations Lead

Children's Healthcare of Atlanta; Town of Brookhaven (NY); On-site; USD 60,000 - 90,000; Full time

Job summary

Children’s Healthcare of Atlanta is seeking an Executive Administrative Assistant to support vice president/senior vice president roles. You will manage calendars, coordinate multi-stakeholder meetings, prepare minutes, and assist with budget and invoices.

The role requires 4 years of VP-level admin experience and a high school diploma, with a preferred bachelor’s degree in Business or Healthcare. On-site position in a hospital setting offering a collaborative culture.

Qualifications

• 4 years of administrative experience supporting vice president-level roles.
• Bachelor’s degree in Business, Healthcare, or related field preferred.
• High school diploma or equivalent required.

Responsibilities

• Maintains calendar, schedules appointments, and works with leader to manage time.
• Schedules meetings for assigned leader, including reserving meeting rooms, ordering meals, developing agendas, inviting participants, maintaining minutes, greeting guests, and checking room accommodations such as audiovisual setup and catering needs.
• Maintains payroll reports reflecting assigned staff working, sick, vacation, and other times.
• Approves expense reports as assigned by leader.
• Screens incoming phone calls and manages relationship with outside vendors and internal staff.
• May serve on special projects, committees, or act as manager or department representative.
• Prepares department and committee minutes/agenda and coordinates other meeting materials in a timely manner.
• Provides backup when other Executive Assistants are out or need assistance.
• Opens, distributes, reads/handles mail as requested or required.
• Assists leader with budget preparation/management, processes all invoices and expense reports, and reconciles all financial transactions in approved format.

Skills

Verbal communication

Written communication

Organizational skills

Customer service

Interpersonal skills

Meeting scheduling

Budget awareness

Education

High school diploma or equivalent

Bachelor’s degree in Business, Healthcare, or related field

Tools

Microsoft Office

Job description

Children’s Healthcare of Atlanta is seeking an Executive Administrative Assistant to support vice president/senior vice president roles. You will manage calendars, coordinate multi-stakeholder meetings, prepare minutes, and assist with budget and invoices.

The role requires 4 years of VP-level admin experience and a high school diploma, with a preferred bachelor’s degree in Business or Healthcare. On-site position in a hospital setting offering a collaborative culture.