Executive Assistant - Executive Office

University Health

1d • Onsite

About The Position

We are seeking a highly organized, detail-oriented Executive Assistant to provide comprehensive administrative support to our executive leadership team. This role is critical in ensuring the smooth operation of executive functions, including calendar management, meeting coordination, travel arrangements, and confidential communications. The ideal candidate thrives in a fast-paced environment, demonstrates sound judgment, and maintains the highest level of professionalism and discretion.

Requirements

• High school diploma or equivalent
• 4+ years of executive assistant or advanced administrative experience
• Strong written and verbal communication skills
• Professional presence with a customer-service mindset
• Ability to handle confidential information with discretion
• Proven ability to manage multiple priorities in a fast-paced environment
• Strong organizational and critical thinking skills
• Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook, Access, Visio)

Nice To Haves

• Exceptional attention to detail and accuracy
• Ability to work independently and exercise sound judgment
• Strong interpersonal skills with the ability to work across all levels of an organization
• Experience managing complex schedules and projects simultaneously
• Comfort handling sensitive situations with tact and professionalism

Responsibilities

• Manage executive calendars, scheduling meetings and proactively resolving conflicts
• Coordinate internal and external meetings, including agendas, materials, catering, and audiovisual needs
• Attend meetings, record minutes, and track follow-up actions
• Handle incoming calls, visitors, and correspondence with professionalism
• Maintain organized filing systems, including confidential records
• Serve as the administrative liaison for committees, leadership, and board-level interactions
• Manage travel arrangements and expense reimbursements
• Maintain office organization and ensure a productive work environment
• Support budgeting, billing, and accounts payable processes
• Assist in managing and maintaining organizational policies and procedures
• Communicate updates, approvals, and deadlines to stakeholders
• Ensure timely uploads and tracking of policy documentation
• Support survey protocols for external accreditation agencies
• Prepare reports, presentations, and executive communications
• Build and maintain spreadsheets, dashboards, and tracking tools
• Compile and analyze data for leadership reporting
• Provide cross-coverage for administrative staff as needed
• Lead or support special projects with minimal supervision
• Promote a culture of quality, safety, compliance, and inclusion

Benefits

• Work closely with executive leadership and gain high-level organizational insight
• Be a key contributor to operational excellence and strategic initiatives
• Collaborative, mission-driven environment
• Opportunities for growth and professional development

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED