Senior Executive Assistant & Office Operations

Chapters Health System; United States; On-site; USD 55,000 - 86,000; Full time

Job summary

Chapters Health System seeks an Executive Administrative Assistant to provide comprehensive executive support for one or more Chief Officers. The role emphasizes calendar management, travel planning, expense reporting, and confidential handling of sensitive information.

You will back up the receptionist, manage records and communications, prepare minutes for committee meetings, and assist with budgeting and invoicing as needed.

Qualifications

• High school diploma or GED required; a college degree preferred or an equivalent combination of education and experience.
• Minimum of three (3) years’ experience in an administrative support and office management capacity to a senior executive
• Superior written and verbal communication skills with the ability to interact professionally with internal and external customers
• Advanced skill in Microsoft Office software (Word, Excel, PowerPoint, Outlook)
• Highly organized with the ability to successfully manage multiple priorities simultaneously, effectively and efficiently while maintaining confidentiality
• Ability to work with minimal oversight
• Ability to anticipate needs and demonstrate initiative when appropriate
• Able to perform with a high degree of accuracy while meeting deadlines
• Ability to remain calm and professional in stressful situations and to maintain stability of performance under pressure and/or opposition

Responsibilities

• Composes and prepares correspondence; arranges complex travel plans, itineraries, and agendas; compiles documents for travel related meetings
• Anticipates needs for and provides overall administrative support for the assigned executive(s)
• Serves as the back-up for the receptionist /reception area
• Manages records, manuals, databases, and files; maintains strict confidentiality of information
• Provides a bridge for smooth communication between assigned executive(s) and internal departments
• May process invoices, purchase orders, and expense reports; maintains department budget and expense files
• Provides coverage in administrative suite, as directed
• Prepares for executive level meetings and minutes

Skills

Administrative support experience

Communication skills

Microsoft Office

Organization and multitasking

Initiative

Education

High school diploma or GED

College degree preferred

Tools

Microsoft Office Suite

Job description

Chapters Health System seeks an Executive Administrative Assistant to provide comprehensive executive support for one or more Chief Officers. The role emphasizes calendar management, travel planning, expense reporting, and confidential handling of sensitive information.

You will back up the receptionist, manage records and communications, prepare minutes for committee meetings, and assist with budgeting and invoicing as needed.