Manager, Executive Assistants

Baptist Health System KY & IN; United States; Hybrid; USD 85,000 - 115,000; Full time

Job summary

Baptist Health Medical Group is seeking a Manager, Executive Assistants for a work-from-home role that requires occasional in-person attendance at meetings in the Louisville, KY area. The role oversees daily operations for CHIO, BHMG leadership, and provides high-level executive support during Board Meetings.

Responsibilities include calendar management, meeting planning, document preparation, expense and payroll tasks, and staff training.

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 and BHMG executive offices.
• Provide executive support during monthly Board Meetings.
• Plan and execute offsite retreats, meetings, and symposiums.
• Provide high level support to the Physician Cabinet and coordinate with CHIO/President, BHMG.
• Monitor emails and alert on emergent issues; handle designated administrative duties.
• Manage complex calendars, coordinate venue spaces, prepare documents, and process expense reports.
• Train administrative staff and perform annual performance evaluations.

Skills

Executive support

Managerial experience

Communication

Organizational skills

Strategic thinking

Problem solving

MS Office

Budget management

Interpersonal skills

Education

Bachelor's degree in related field

Tools

Microsoft Office Suite

Job description

Summary

Job Description:

_ Baptist Health Medical Group is looking 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. Residency is required in the Louisville, KY area. _

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, 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

Baptist Health is an Equal Employment Opportunity employer.