Executive Administrative Assistant

Care New England Health System•Warwick, RI

25d

About The Position

The Executive Administrative Assistant provides high-level administrative support to the President/COO and plays a key role in the coordination of activities within the VNA of Care New England. This role requires exceptional organizational skills, discretion, and the ability to manage multiple priorities in a fast-paced healthcare environment. The Executive Administrative Assistant acts as a liaison between the President/COO, CNE leadership, physicians, and other internal and external stakeholders, while also supporting the VNA leadership team, scheduling, and payroll processes.

Requirements

Associate's Degree Required.
Minimum 3 to 5 Years of administrative experience supporting senior leadership, preferably in a healthcare or home care setting.
Knowledge of home care and hospice regulatory requirements strongly preferred.
Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and comfortable with database systems.
Payroll experience and proficiency with Kronos preferred.
Excellent communication, interpersonal, and organizational skills.
Ability to work independently, exercise sound judgment, and prioritize competing tasks.
Strong attention to detail and commitment to confidentiality.

Nice To Haves

Knowledge of home care and hospice regulatory requirements strongly preferred.
Payroll experience and proficiency with Kronos preferred.

Responsibilities

Manage the President/COO’s calendar, schedule meetings, and coordinate travel and conference logistics.
Prepare correspondence, presentations, reports, and other documents on behalf of the President/COO.
Support the President/COO in maintaining effective communication with executives, board members, and physician leadership.
Monitor and prioritize incoming requests, ensuring timely follow-up and resolution.
Handle confidential and sensitive information with the highest degree of professionalism.
Communicate effectively with executive secretaries in other CNE operating units as needed for the purposes of schedule coordination.
Support VNA leadership in scheduling, preparing agendas, and documenting minutes.
Maintain accurate records, databases, and rosters for the organization.
Conducts and coordinates projects as assigned; prepares and presents findings in an organized fashion, ensures timely completion of assignments.
Prepares presentations and spreadsheets for distribution as necessary.
Schedules and maintains RSVP list for agency meetings (ex: Board Committees, Executive, Management Team, All-staff, CNE meetings). Prepares for meetings including reserving conference room or alternate space, beverage and food ordering and set up
Oversight of the office shared services equipment, including postage meter, fax machines, copiers, and mailing materials. Ensure proper functionality and performance of the machines, including contacting vendor to arrange for routine and emergency services of this equipment.
Manages office supplies for the agency.
Attends department meetings and records minutes as needed.
Performs other related tasks as requested.