Special Executive Assistant to CEO

Eskenazi Health; Indianapolis (IN); On-site; USD 65,000 - 90,000; Full time

Job summary

Eskenazi Health is seeking a highly organized Special Executive Assistant to support our CEO in Indianapolis. The role focuses on managing calendars, coordinating meetings, preparing communications, and handling confidential information with discretion.

As the trusted partner to the CEO, you will liaise with senior leaders, board members, and external partners, driving key initiatives and ensuring smooth operation of the executive office in a fast-paced healthcare environment.

Qualifications

• Bachelor's degree in Business Administration or related field, or equivalent combination of education and experience.
• At least three years of office administration or related experience; or ten years of administrative support experience with at least five years supporting senior executives.

Responsibilities

• Manage executive calendars, meetings, correspondence, travel documentation, and daily administrative operations.
• Serve as a liaison between executive leadership, senior leaders, board members, staff, and external partners.
• Prepare meeting materials, presentations, reports, and executive communications.
• Coordinate and document meetings, including preparing agendas and meeting minutes.
• Screen and respond to inquiries with professionalism, discretion, and sound judgment.
• Lead and support special projects while tracking progress and ensuring timely completion.
• Maintain confidential records and sensitive information in accordance with organizational and regulatory requirements.
• Create a welcoming and professional experience for visitors, leaders, and business partners.
• Support the operational needs of the Hospital Administration office and executive leadership team.

Skills

Organizational skills

Written communication

Verbal communication

Interpersonal skills

Discretion

Decision making

Problem solving

Education

Bachelor's degree in Business Administration

Associate degree (related field)

Tools

Microsoft Office

Adobe Acrobat

Digital collaboration platforms

Job description

Division:Eskenazi Health Sub-Division: Hospital Req ID: 26519 Schedule: Full Time Shift: Days Eskenazi Health serves as the public hospital division of the Health & Hospital Corporation of Marion County. Physicians provide a comprehensive range of primary and specialty care services at the 333-bed hospital and outpatient facilities both on and off of the Eskenazi Health downtown campus including at a network of Eskenazi Health Center sites located throughout Indianapolis. Job Role Summary Join a mission-driven healthcare organization where your work directly supports executive leadership and helps advance care for the communities that need it most. Eskenazi Health is seeking a highly organized, professional, and proactive Special Executive Assistant to support our CEO.As the trusted partner to the CEO, you will play a critical role in ensuring the smooth operation of the executive office. This high-visibility position serves as the primary point of contact for internal and external stakeholders while providing strategic administrative support, managing complex schedules, coordinating meetings and communications, and helping drive key initiatives forward. The ideal candidate thrives in a fast-paced environment, demonstrates exceptional judgment and discretion, and excels at managing multiple priorities with professionalism and confidence.

What You'll Do

• Manage executive calendars, meetings, correspondence, travel documentation, and daily administrative operations
• Serve as a liaison between executive leadership, senior leaders, board members, staff, and external partners
• Prepare meeting materials, presentations, reports, and executive communications
• Coordinate and document meetings, including preparing agendas and meeting minutes
• Screen and respond to inquiries with professionalism, discretion, and sound judgment
• Lead and support special projects while tracking progress and ensuring timely completion
• Maintain confidential records and sensitive information in accordance with organizational and regulatory requirements
• Create a welcoming and professional experience for visitors, leaders, and business partners
• Support the operational needs of the Hospital Administration office and executive leadership team

What We're Looking For

We're seeking a resourceful, detail-oriented professional who can anticipate needs, solve problems proactively, and build strong relationships across all levels of the organization.

• Qualified candidates will have a Bachelor's degree in Business Administration or a related field and at least three years of office administration or related experience; an Associate degree with four years of executive-level administrative experience; or an equivalent combination of education and experience, including ten years of administrative support experience with at least five years supporting senior executives.
• Candidates should possess exceptional organizational, written, verbal, and interpersonal communication skills; the ability to manage confidential information with discretion; strong decision-making and problem-solving abilities; and advanced proficiency with Microsoft Office applications, Adobe Acrobat, and digital collaboration platforms.

Why Eskenazi Health?

At Eskenazi Health, our mission is to Advocate, Care, Teach, and Serve, with a special commitment to the vulnerable populations of Marion County. You'll join a team that lives its values of Professionalism, Respect, Innovation, Development, and Excellence every day while making a meaningful impact on the health of our community.

Work Environment

This is an on-site position based in Indianapolis. The role is primarily office-based, with occasional work in patient care areas and off-site meetings. Work hours may vary based on organizational needs. Accredited by The Joint Commission and named as one of Indiana's best employers by Forbes magazine for two consecutive years and the top hospital in the state for community benefit by the Lown Institute, Eskenazi Health's programs have received national recognition while also offering new health care opportunities to the local community. As the sponsoring hospital for Indianapolis Emergency Medical Services, the city's primary EMS provider, Eskenazi Health is also home to the first adult Level I trauma center in Indiana, the first verified adult burn center in Indiana and Sandra Eskenazi Mental Health Center, the first community mental health center in Indiana, just to name a few. Nearest Major Market: Indianapolis