Manager, Executive Assistants

BHS Baptist Healthcare System; Kentucky; Hybrid; USD 85,000 - 115,000; Full time

Job summary

Baptist Health Medical Group is seeking a Manager, Executive Assistants to support the CHIO and President of BHMG. This is a remote role with occasional meeting attendance to coordinate calendars and events.

The role requires directing daily operations of executive offices and providing high-level administrative coordination across the system. Responsibilities include managing calendars, organizing offsite retreats and meetings, handling expense reports, payroll timecards, and departmental

Qualifications

• Bachelor's degree in related field required.
• 7+ years experience as an executive administrative assistant, preferably in a highly matrixed organization.
• 2+ years managerial experience.
• Strong financial acumen and experience in budget management.
• Excellent communication and interpersonal skills.
• Ability to think strategically, make decisions, and solve complex problems.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office software.
• Strong organizational skills and attention to detail.
• Ability to thrive in a fast-paced and dynamic environment.

Responsibilities

• Direct and oversee the daily operations of the CHIO, Baptist Health and President, BHMG.
• Provide executive support to the Executive Director, Board Liaison and Assistant to the CEO during monthly board meetings.
• Plan and execute offsite retreats, meetings, and symposiums.
• Provide high level support to the Physician Cabinet and coordinate day-to-day activities of the CHIO/President, BHMG.
• Monitor emails and alert on emergent issues; delegate administrative duties as needed.
• Manage complex calendars, coordinate venue spaces, and oversee document preparation and expense reports.
• Oversee payroll timecards and department credit card reconciliations.
• Lead training of other administrative assistants and conduct annual performance evaluations.

Skills

Executive support

Calendar management

Budget management

Microsoft Office

Strategic thinking

Communication skills

Problem solving

Team leadership

Education

Bachelor's degree

Tools

Microsoft Office Suite

Job description

Summary Job Description

Baptist Health Medical Group is look for a Manager, Executive Assistants to join their organization. This is a work from home role that will require some presence at meetings and functions. Direct and oversee the daily operations of the Chief Health Integration Officer (CHIO), Baptist Health and President, Baptist Health Medical Group (BHMG). Provide advanced level of executive and administrative office coordination and executive support to the Executive Director, Board Liaison and Assistant to the CEO, during the monthly BHS Board Meetings. Identify and follow efficient work procedures that maximize the effectiveness of and efficiency of the departments. Provide leadership and oversight of the daily operations of the executive offices and administrative support personnel. Successfully plan and executive all offsite retreats, meetings, and various symposiums. Provide high level support to the Physician Cabinet and maintain a close and highly responsive working relationship with the day-to-day activities of the CHIO/President, BHMG. Monitor the CHIO/President, BHMG emails on a daily basis, alerting him of all emergent and urgent issues. Makes decisions within the scope of authority; relieving the CHIO/President, BHMG of designated administrative duties. Provides administrative oversight to the Service Lines. Demonstrates flexibility, initiative, good judgment, knowledge of personalities and “clientele”, expansive knowledge of company practices, policy, and organization. Prioritizes conflicting needs, handles matters expeditiously and follows thru on projects to successful completion. This role manages complex calendars, coordinates venue spaces, oversees the preparation of documents, handles expense reports, payroll timecards, and department credit card reconciliations. Keep constant eye on other Administrative Assistant workloads, reassigning work, to meet the needs of the team. Conducts continual training of other AA's across the system and yearly performance evaluations.

Qualifications

• Bachelor's degree in related field required
• 7+ years experience as an executive administrative assistant, preferrably in a highly matrixed organization
• 2+ years managerial experience
• Strong financial acumen and experience in budget management
• Excellent communication and interpersonal skills
• Ability to think strategically, make decisions, and solve complex problems
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office software
• Strong organizational skills and attention to detail
• Ability to thrive in a fast-paced and dynamic environment

Baptist Health is an Equal Employment Opportunity employer.

Founded in 1924 in Louisville, Kentucky, Baptist Health is a full-spectrum health system dedicated to improving the health of the communities it serves. The Baptist Health family consists of 10 hospitals, employed and independent physicians, and more than 470 points of care, including outpatient facilities, physician practices and services, urgent care clinics, outpatient diagnostic and surgery centers, home care, fitness centers, and occupational medicine and physical therapy clinics. Baptist Health’s eight owned hospitals include more than 2,300 licensed beds in Corbin, Elizabethtown, La Grange, Lexington, Louisville, Paducah, Richmond and New Albany, Indiana. Baptist Health also operates two joint venture hospitals: the 410-bed Baptist Health Deaconess Madisonville in Madisonville, Kentucky with Deaconess Health System based in Evansville, Indiana, and the Baptist Health Rehabilitation Hospital, a 40-bed inpatient rehabilitation facility with Encompass Health, based in Birmingham, Alabama. Baptist Health employs more than 24,000 people in Kentucky and surrounding states.

Baptist Health is the first health system in the U.S. to have all of its hospitals recognized by the American Nursing Credentialing Center with either a Magnet or Pathway to Excellence designation for nursing excellence.

Baptist Health’s employed provider network, Baptist Health Medical Group, has more than 1,820 employed providers offering care in 78 specialties, including approximately 862 physicians and 958 advanced practice clinicians. Baptist Health’s physician network also includes more than 2,000 independent physicians.

EEO Statement

EEO Statement: Baptist Health is an Equal Employment Opportunity employer, and seeks to employ individuals without regard to race, color, national origin, gender, sexual orientation, gender identity, age, disability, marital status, citizenship status, military status, religious or political beliefs, protected veteran status, employment status or any other protected class identified in any federal, state, or local law. Baptist Health specifically encourages minority, female, disabled, veteran and other candidates from diverse backgrounds to apply and strengthen our team.

Please note that Baptist Health is a drug-free workplace and employment with Baptist Health is subject to post offer, pre-employment drug testing.

NOTICE OF NONDISCRIMATION AND ACCESSIBILITY TO SERVICES

Persons with hearing and speech impairments can contact Baptist Health facilities by using the Kentucky Relay Service, a toll-free telecommunication device for the deaf (TDD). For voice to TDD, call 800.648.6057. For TDD to voice, call 800.648.6056.