Administrative Assistant

CHIME College of Healthcare Information Management Executives•Houston, TX

8d•Remote

About The Position

The College of Healthcare Information Management Executives (CHIME) is the professional organization for Chief Information Officers and other senior healthcare IT leaders. CHIME enables its members and business partners to collaborate, exchange ideas, develop professionally and advocate the effective use of information management to improve the health and care throughout the communities they serve. Our Mission is to advance and serve healthcare leaders and the industry improving health and care globally through the utilization of knowledge and technology. Job purpose The Administrative Assistant provides essential administrative and operational support to the Leadership teams within Marketing, Media, Analytics, Education Foundation, and Technology. This role supports the smooth execution of day-to-day operations by managing schedules, coordinating meetings, preparing documentation, and facilitating communication across teams. The Administrative Assistant acts as a reliable and collaborative resource, helping to streamline processes and ensure leaders and teams are supported effectively.

Requirements

Bachelor’s degree in communications or business (preferred)
3 years of administrative, office, or operational support experience
Discipline to successfully work in a collaborative environment where assignments may include tasks with or without close supervision
Ability to manage multiple projects and deadlines simultaneously
Strong attention to detail and accuracy
Proficiency in project coordination and excellent organizational skills
Strong written and verbal communication skills
Professional maturity, discretion, and sound judgment when handling sensitive information
Ability to build effective working relationships with internal teams and external partners

Responsibilities

Provide administrative support to a remote-based leadership team across Marketing, Media, Analytics, Education Foundation, and Technology, including calendar management, meeting coordination, and logistical support
Prepare and submit expense reports for assigned leaders using online finance systems
Coordinate and schedule internal and external meetings, including preparing agendas, capturing meeting minutes, and organizing materials
Document meeting notes, action items, and next steps; track progress and follow-ups using tools such as Asana
Maintain organized and accessible meeting records, documentation, and shared files in systems such as SharePoint
Collaborate with team members and cross-functional partners to provide administrative and operational support as needed
Support communication flow between leaders and team members by coordinating schedules, sharing information, and assisting with routine communications
Attend meetings with project or development teams to capture notes, maintain assignment lists, and route tasks appropriately for follow-up
Assist with coordination of content-related initiatives (e.g., podcasts, events, meetings) by supporting scheduling, outreach, and documentation as directed
Support team operations by assisting with content posting, scheduling, list management, and basic reviews for accuracy (e.g., names, titles, dates) when needed
Work with colleagues across departments to ensure smooth workflow and timely completion of administrative tasks
Perform additional administrative and operational duties assigned to support business needs