Executive Assist KAL

Beacon Health System • Kalamazoo, MI

132d

About The Position

At Beacon Kalamazoo, we are dedicated to delivering exceptional healthcare through innovation, leadership, and operational excellence. The Executive Administrative Assistant plays a critical role in supporting senior leadership by ensuring seamless administrative operations. This role requires initiative, independent judgment, and the ability to interact effectively with internal and external stakeholders, including medical professionals, board members, and community leaders. Responsibilities include calendar management, communication coordination, travel arrangements, report preparation, and special project execution, all while maintaining the highest level of confidentiality and professionalism.

Requirements

• High school diploma or equivalent required; additional coursework in business, office administration, or healthcare administration preferred.
• Minimum of five to seven years of progressively responsible administrative experience, preferably supporting senior leadership in a healthcare or corporate environment.
• Strong understanding of organizational policies, procedures, and healthcare operations.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and internet research.
• Strong analytical, problem-solving, and organizational skills with the ability to manage multiple priorities.
• Excellent interpersonal and communication skills, capable of engaging with high-profile individuals with professionalism.
• Ability to handle confidential and sensitive information with discretion.
• High attention to detail with the ability to anticipate needs and proactively address challenges.

Responsibilities

• Manage the executive's calendar, scheduling, and daily workflow to optimize efficiency.
• Prepare and organize meeting materials, reports, and professional presentations.
• Draft, review, and finalize correspondence, forms, charts, and statistical reports with attention to confidentiality.
• Take and transcribe meeting minutes and dictation for leadership discussions.
• Screen and direct visitors, calls, and inquiries, ensuring alignment with policies and procedures.
• Prioritize and respond to incoming correspondence, identifying urgent matters and facilitating appropriate action.
• Serve as a liaison between the executive office, physicians, board members, and community stakeholders.
• Maintain and optimize record-keeping and filing systems for accessibility and compliance.
• Arrange executive travel, accommodations, and conference registrations.
• Prepare travel itineraries and oversee expense reimbursement processes.
• Assist in planning and executing high-level site visits, board meetings, and executive events.
• Organize and distribute materials for governance meetings, committee sessions, and leadership functions.
• Gather, analyze, and synthesize data to prepare executive-level reports and insights.
• Lead and support special projects within the executive's service line.
• Provide administrative support to Directors and cross-functional teams within the organization.
• Actively participate in departmental and executive meetings, ensuring alignment with organizational priorities.
• Complete all mandatory training, annual competencies, and regulatory requirements within designated timeframes.
• Maintain active certifications/licenses, including BCLS (CPR) if required.
• Ensure compliance with all Beacon Health System policies, regulatory agencies, and survey processes.
• Adhere to safety protocols, ergonomic practices, and universal precautions in the workplace.
• Be flexible and available for overtime or schedule adjustments as necessary.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Religious, Grantmaking, Civic, Professional, and Similar Organizations
• Education Level: High school or GED
• Number of Employees: 5,001-10,000 employees