Executive Administrative Assistant to the CEO
About The Position
The Executive Administrative Assistant provides high-level administrative support to OneQuest Health’s executive management team, led by the Chief Executive Officer. Because the CEO also serves as Chief Philanthropy Officer, the position provides supportive assistance with fund development and philanthropy activities. The role carries significant responsibility for Board and committee support, document management, cross-departmental project coordination, and polished communication with Board members, major donors, and other high-level stakeholders on the CEO’s behalf. The position is based at the Devou Park campus in Covington, Kentucky, reports to the Chief Executive Officer, and supervises the Receptionist/Front Desk Administrative Assistant. The successful candidate is exceptionally efficient, proactive, and comfortable using digital-first and AI-enabled tools. They can manage competing priorities in a fast-paced healthcare administration environment, remain composed under pressure, exercise discretion with confidential information, and work with minimal supervision. Evening and weekend hours are required as needed.
Requirements
- Three to five years of prior experience providing executive-level administrative support.
- Experience compiling memos, letters, and other written correspondence.
- Experience managing calendars and coordinating complex executive meetings.
- Experience attending executive meetings to record written minutes.
- Experience with data analysis and report preparation.
- Experience with event and project planning.
- Expert written and verbal communication skills, with judgment and polish suitable for high-stakes interactions on behalf of the CEO.
- Strong planning skills and the ability to manage competing priorities and shifting deadlines using shared calendars and collaborative project-planning tools.
- Ability to remain calm, composed, and effective amid multiple, competing, and urgent demands in a fast-paced healthcare administration environment.
- Sophisticated document-management skills, including establishing and maintaining consistent filing and naming conventions on a shared computer network.
- Sophisticated project-planning experience across multiple departments, including documenting roles, responsibilities, and timelines and managing processes through completion.
- Advanced proficiency with Microsoft 365, including Outlook, Teams, Word, Excel, and PowerPoint.
- Proficiency with Blackbaud products, including Raiser's Edge and Financial Edge; Canva and Adobe or Adobe Express; Claude; and Fellows.
- Comfort and confidence learning new software platforms as the organization’s technology stack evolves.
- Ability to handle confidential and sensitive information trustworthily and in keeping with the standards of a regulated healthcare environment.
- Experience coordinating travel arrangements and itineraries for a senior executive.
- Experience processing expense reports and reimbursements accurately and in line with budget.
- Strong problem-solving skills and ability to work with minimal supervision; planning and anticipating staff needs are critical.
- High performance standards and willingness to take responsibility for completing assignments and tasks correctly and on time.
Responsibilities
- Provide administrative support, decision-making, and problem-solving assistance to help fulfill the CEO’s responsibilities.
- Review and respond efficiently and effectively to requests from the CEO and executive management team.
- Use discretion and judgment when interacting with the Board of Trustees, including setting priorities, responding to or redirecting correspondence, coordinating programs, meetings, and events, and serving as a relationship liaison to Board members.
- Coordinate the CEO’s calendar, meetings, appointments, and routine matters, exercising sound judgment with minimal direction.
- Maintain calendars tracking deadlines and milestones for the Board of Trustees, Foundation Board of Directors, CEO Advisory Task Force, and other meeting groups.
- Compile agendas for Board-level and senior staff committee meetings, soliciting input, materials, and updates in advance and observing governing bylaws and notice requirements.
- Record accurate, detailed minutes at Board, Foundation Board, CEO Advisory Task Force, and other meetings as requested; compile and distribute the minutes.
- Maintain accurate rosters and distribution lists for Board members and other recurring stakeholder groups, updating them as membership changes.
- Manage filing and retrieval of the CEO’s office documents on the organization’s computer network using consistent conventions.
- Plan complex projects involving multiple departments, document roles, responsibilities, and timelines, and manage processes through completion.
- Draft accurate, professional written and electronic correspondence.
- Prepare and maintain routine and special reports, records, presentations, and analyses as requested by the CEO or management team.
- Work as an extension of the CEO, providing information and direction that reflects the philosophy of the CEO’s office.
- Provide support for fund development and philanthropy activities, including fundraising events.
- Help plan community events and attend them occasionally.
- Coordinate the CEO’s travel arrangements and itineraries.
- Process the CEO’s expense reports and reimbursements accurately and in accordance with organizational budget and policy.
- Cross-train with the Receptionist/Front Desk Administrative Assistant to ensure continuity of coverage for the CEO’s office during absences.
Benefits
- Generous paid time off policy.
- Tuition reimbursement.
- Zero-deductible medical and dental insurance.
- Retirement plan with an 8% employer match.
- Student loan repayment assistance.
- Flexible spending plan.
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What This Job Offers
Job Type
Full-time
Career Level
Senior
Education Level
No Education Listed
