Executive Assistant - Administration- Days

Memorial Hospital at Gulfport • Gulfport, MS

21h • Onsite

About The Position

The Executive Assistant (EA) provides high-level administrative and operational support to assigned executive leadership. The EA anticipates needs, protects executive time, and ensures smooth day-to-day operations through expert calendar management, meeting coordination, document preparation, communication triage, and office/facilities support. This role requires discretion, sound judgment, initiative, and strong customer service in a fast-paced healthcare environment. The EA may act in a facilities management role, depending on the location of the job assignment.

Requirements

• Associates degree in Administrative/Secretarial Science or related field; relevant experience may be considered in lieu of degree
• 1-2 years of experience; advanced degree or certifications may be considered in lieu of experience
• Progressively responsible administrative or executive support experience.
• Previous experience supporting senior leaders in a healthcare environment, revenue cycle, finance, or similarly regulated setting
• Advanced proficiency with Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams) and familiarity with enterprise systems (e.g., Oracle Fusion/PeopleSoft, electronic health record or revenue cycle systems) as assigned
• Excellent written and verbal communication
• Strong attention to detail
• Ability to prioritize effectively and manage multiple deadlines
• Proficiency with personal computers and office information systems
• Executive presence, professionalism, and diplomacy
• Confidentiality and sound judgment
• Organizing, planning, and prioritizing work
• Customer service and relationship management
• Attention to detail and quality
• Adaptability in a fast-paced, frequently interrupted environment
• Continuous improvement mindset and willingness to learn new systems

Nice To Haves

• Bachelors or Advanced Degree in Business, Office Management, or related field

Responsibilities

• Manage and maintain complex calendars for assigned executive(s) and designated leaders; proactively resolve conflicts and prioritize requests
• Draft, edit, proofread, and format correspondence, presentations, reports, and other documents with a high degree of accuracy
• Receive and triage calls, emails, and in-person requests; take accurate messages and route items to appropriate parties
• Maintain organized electronic and hardcopy files using established naming conventions and retention/privacy practices
• Provide administrative support for travel planning, itineraries, registrations, and related documentation, as applicable
• Handle time-sensitive documents and approvals; track items to completion and follow up on outstanding actions
• Schedule, coordinate, and support meetings, committees, and leadership events (in-person and virtual), including room reservations and A/V setup
• Prepare agendas and meeting materials; capture minutes or action items as requested and distribute follow-up communications
• Coordinate catering/refreshments for meetings in accordance with department guidelines and vendor processes
• Maintain conference/meeting calendars and coordinate logistics with internal and external stakeholders
• Coordinate office services and facilities requests, including cleaning, shredding, vending, HVAC, and printer/copier support in collaboration with approved vendors and stakeholders
• Order and maintain office, breakroom, and general building supplies; monitor inventory and reconcile deliveries/requests
• Support building operations during business hours by reporting maintenance issues, coordinating access/keys as directed, and escalating urgent concerns appropriately
• Review and route invoices and forms (e.g., department invoices, approved requests) according to established accounts payable/procurement processes
• Serve as a professional liaison between executives, staff, physicians, vendors, and external partners; build collaborative relationships and respond with professionalism
• Support department communications (e.g., distribution lists, announcements) using approved channels such as Outlook and Microsoft Teams
• Assist staff with operational needs such as submitting help-desk tickets, coordinating workspace needs, and resolving parking/access issues per procedure
• Maintain and update Executive Assistant and departmental SOPs; document new workflows and tools
• Support basic reporting, tracking, and distribution processes as assigned (e.g., compiling routine reports, tracking metrics, maintaining logs) using standard office and enterprise systems
• Identify opportunities to improve administrative workflows and recommend solutions to leadership
• Maintains strict confidentiality and handles sensitive information with discretion, including personnel, financial, and operational data
• Complies with all Memorial Health System policies and procedures, including privacy and security requirements, and applicable laws and regulations
• Demonstrates ethical, professional conduct and serves as a role model for team-based behaviors and customer service

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: Associate degree