Category:
Executive Administrative Assistant
Department:
Administration
Status:
RFT
Schedule:
Monday-Friday 8am-5pm, occasional work outside of standard business hours could be required
Description:
The Executive Assistant is a supervisor’s position and will be responsible for planning, coordinating, and managing the hospital greeter and volunteers serving patients and families and the program as a whole. The executive assistant will work under direct supervision, providing administrative and support for the C-suite executive team. This position will involve as a hospital decision support which will involve analyzing financial and operational data to assist management in strategic and financial decision-making. Some of the key responsibilities will include developing reports and dashboards, perform cost and budget analysis, and collaborate with departments like finance and quality improvement to provide data-driven insights that improve efficiency and profitability. The executive assistant will also perform duties such as scheduling meetings, making travel arrangements, managing office inventory, ordering supplies, and organizing daily calendars. Answer non-routine correspondence and assemble highly confidential and sensitive information. They will also deal with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization.
DUTIES AND RESPONSIBILITES:
- Upholds and supports the hospital’s mission, goals, and objectives.
- Discretion and confidentiality are mandatory.
- The Executive Assistant should be able to work independently.
- Some travel, both locally and long distances to worksites, meeting sites, and other locations may be necessary.
- Data analysis and reporting – gathering and analyze data to create reports, dashboards, and presentations for management.
- Financial and operational support – Assist with the operating and capital budgeting process.
- Strategic planning – Provide complex financial modeling and analysis to support business and strategic planning initiatives for management.
- Maintains executive’s appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel arrangements.
- Oversee arrangements for all board meeting facilities, invitations, catering, accommodations, and amenities.
- Takes minutes at all board and director meetings. Prepares minutes for approval and maintain permanent record of official minutes and other proceedings of the Board. Serving as recorder and repository of the official record of the Board to include posting of meeting notices at local Court House.
- Responsible for District Board elections, Tax rate process, and Election of Association Board.
- Contract management to also include term dates and other duties.
- Collaborates with CEO and executive team on various on-going projects.
- Prepares reports, presentations, and data, as well as maintaining files, records, and correspondence for meetings.
- Develop and conduct an efficient documentation and filing system in a well-organized and timely manner.
- Coordinate interdepartmental meetings and planning.
- Research data to prepare documents for review and presentations by board members, committees, and executives.
- Plans/organizes and implements events such as hospital luncheons, or other events.
- Manages office activities, and coordinates office assignments.
- Responsible for daily incoming mail/sorting for all hospital staff.
- Responsible with daily check mail log.
- Responsible for bi-weekly reconciling outgoing checks.
- Responsible for invoicing all physicians on-call schedules.
- Manages all meeting room reservations for hospital.
- Responsible for all incoming administration phone calls.
- Schedule and coordinate conference calls with internal and external customers.
- Responds to or redirects emails.
- Communicates appropriately with board members and other customers through verbal and written communication.
- Responsible for posting all social media in Facebook, Hospital Website, etc.
- Will perform outreach, recruitment of all volunteers.
- Assure proper training of volunteers to include specifics of jobs and safety concerns.
- Performs other duties as assigned.
Qualification/Requirements:
- Bachelor’s degree (preferred) or active pursuit
- Minimum of three years of executive assistant experience for C-suite executives (preferred)
- Ability to multitask and prioritize daily workload.
- Exemplary planning and time management skills
- Up to date with advancements in office gadgets and applications
- Must be able to travel, both locally and long distances. Reimbursement will be available.
- Must have a current valid State Driver’s License with a good driving record.
- Expert proficiency in Microsoft Office Suite (PowerPoint, Excel & Word)
- Full comprehension of office management systems and procedures
- Expert with digital skills to use for project management software, communication and collaboration effectively with remote teams, such as video conferencing.
- Experience with hard copy and electronic filing
- Excellent customer service
- Experience with managing travel arrangements
- Outstanding verbal and written communication skills
- Outstanding organization, time-management, decision making, and critical thinking skills.
- Ability to manage tight deadlines and last-minute requests and produce quality results.
- Excellent calendar-management skills
- High degree of integrity and the ability to recognize the requirements of confidentiality.
- Highly organized
- Expert proficiency with Media such Facebook, Websites, etc.
- Notary Public license preferred, or eligible.
- Bilingual preferred
- Language Skills – Ability to draft routine reports and correspondence.
We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, age, religion, sex, national origin, sexual orientation, gender identity, marital status, disability, protected veteran status, or any other characteristic protected by law. This job description is intended to provide only basic guidelines for meeting job requirements. Responsibilities, knowledge, skills, abilities and working conditions may change as needs evolve.
Interested applicants may apply on our website or submit a resume to nortiz@myfrh.com
Salary Range:
Based on experience
Job Location:
On-Site
Posted:
Tuesday, November 11, 2025
Closing:
Open until filled