Executive Assistant - Operations

Ecumen•Shoreview, MN

1d•Hybrid

About The Position

The Executive Assistant – Operations position is responsible for providing high-level administrative and operational support to the SVP, Chief Nursing & Operations Officer. This position is responsible for organizing complex and confidential work, coordinating executive priorities, and supporting effective communication and workflow across clinical and operational service lines. Ecumen is an industry leader dedicated to advocating for older adults by providing housing choices, compassionate healthcare, and innovative services. For 160 years Ecumen has cared for those in need. Now, as Minnesota’s 8th largest senior living provider, we continue to advocate for those we serve. Join a team where you can make a difference in advancing our mission to serve our older adults, while we commit to creating a place where everyone belongs.

Requirements

High school diploma or equivalent (GED)
Three (3) years of executive administrative support experience
Experience in a complex, multi-site organization
High level of interpersonal skills to handle sensitive and confidential situations.
Demonstrated poise, tact, and diplomacy.
Attention to detail in composing, typing, and proofing materials, establishing priorities and meeting deadlines.
Demonstrated ability to juggle multiple competing tasks and demands in a fast-paced environment.
Ability to communicate effectively in both verbal and written formats.
Proficient with Microsoft Office Suite.

Nice To Haves

Previous healthcare experience
Executive administrative experience supporting C-Suite leaders
Associate’s or Bachelor’s Degree
Experience with Electronic Health Record systems

Responsibilities

Organizes and prioritizes administrative work, including management of a complex executive calendar, communications, and scheduling for the SVP, Chief Nursing & Operations Officer; work is frequently confidential and time-sensitive.
Manages meeting processes end-to-end, including agenda development, pre-read distribution, note capture, and action-item tracking to drive follow-through and accountability
Prepares, composes, and designs correspondence and materials, including presentations, reports, spreadsheets, and meeting documentation; ensures accuracy, clarity, and professional quality of all outputs.
Schedules and coordinates logistics for meetings, leadership sessions, field visits, and training events, including space, travel, and vendor arrangements.
Establishes and maintains organizational systems, including executive files, documents, and tracking tools; ensures information is organized, accessible, and maintained in accordance with organizational requirements.
Supports execution of projects and strategic initiatives, working independently and in collaboration with cross-functional teams to coordinate timelines, communication, and deliverables.
Coordinates workflows and communication across clinical and operational teams, requiring the ability to understand and navigate clinical language, operational processes, and post-acute care workflows.
Manages sensitive and confidential information, exercising sound judgment and discretion while supporting executive-level decision-making and organizational initiatives.