Executive Assistant, Human Resources

Baptist Health System, Inc.•Jacksonville, FL

5d•Onsite

About The Position

Baptist Health is seeking a highly organized, proactive, and experienced Executive Assistant to the Chief Human Resources Officer (CHRO) & Chief Operating Officer (COO) to provide comprehensive executive-level administrative and operational support to both executives. This highly visible role serves as a trusted partner to the CHRO and COO and requires exceptional judgment, discretion, organization, and the ability to effectively manage competing priorities across Human Resources, operations, and the broader health system. The Executive Assistant will manage complex executive calendars, coordinate high-level meetings and events, prepare executive materials, facilitate communication with senior leaders and key stakeholders, and support the execution of strategic priorities. The ideal candidate anticipates needs, operates with a high degree of independence, and thrives in a fast-paced, complex healthcare environment. This individual must demonstrate exceptional professionalism and executive presence while handling highly confidential and sensitive organizational and business matters.

Requirements

Minimum of 5 years of progressively responsible executive administrative experience, with demonstrated experience supporting senior or C-suite executives.
Demonstrated experience supporting multiple C-suite executives simultaneously in a complex, fast-paced environment.
Experience managing multiple executive priorities, complex calendars, and competing demands with a high degree of professionalism and discretion.
Advanced proficiency in Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams.
Demonstrated experience preparing executive-level correspondence, presentations, reports, and meeting materials.
Strong written and verbal communication skills.
Demonstrated ability to handle highly confidential and sensitive information with discretion.
Experience in a large healthcare system, hospital, or similarly complex organization.
Experience supporting executive leadership teams and Board-related activities.
Knowledge of healthcare operations and/or Human Resources functions.
Experience with Workday or similar Human Capital Management (HCM) systems.
Project coordination experience, including supporting enterprise-level projects and strategic initiatives.

Nice To Haves

Bachelor's degree preferred.

Responsibilities

Provide comprehensive executive-level administrative and operational support to the CHRO and COO, effectively balancing the priorities and needs of both executives.
Manage multiple complex and dynamic executive calendars, proactively prioritizing meetings, resolving scheduling conflicts, and ensuring appropriate preparation and follow-up.
Serve as a key liaison between the CHRO and COO and executive leadership, physicians, hospital and operational leaders, Board members, team members, and external stakeholders.
Coordinate executive leadership meetings, strategic planning sessions, committee meetings, and Board-related activities and presentations.
Prepare and coordinate executive-level presentations, reports, correspondence, agendas, briefing materials, meeting minutes, and other communications.
Anticipate executive needs and proactively identify information, materials, decisions, and follow-up required to support effective meetings and business priorities.
Manage travel arrangements, itineraries, conference registrations, expense reports, and related executive logistics.
Handle highly confidential employee, operational, financial, organizational, and business information with the highest degree of discretion.
Coordinate and support special projects and strategic initiatives involving Human Resources, operations, and enterprise priorities.
Track key priorities, commitments, deadlines, decisions, and follow-up items to help ensure timely completion and execution.
Facilitate communication and coordination across executive offices, departments, and leadership teams to support alignment and efficient decision-making.
Support the preparation and distribution of executive dashboards, workforce and operational reports, metrics, and other leadership materials.
Coordinate executive meetings, leadership events, recognition activities, retreats, and department functions as assigned.
Support onboarding and transition activities for executive and senior leadership positions.
Develop and maintain strong working relationships with executives, physicians, operational leaders, executive assistants, and administrative professionals across Baptist Health.
Identify opportunities to improve administrative processes, executive workflows, communication, and overall efficiency.
Maintain executive records and electronic and paper filing systems in accordance with organizational policies and confidentiality requirements.
Exercise independent judgment in addressing inquiries, resolving issues, prioritizing competing requests, and determining appropriate escalation to executive leadership.
Perform other executive administrative and operational responsibilities as assigned.