Executive Assistant – St. Mary's Hospital

Bon Secours Health System • Richmond, VA

22h • Onsite

About The Position

Serves as the support partner for a fast-paced hospital executive suite, supporting multiple C-Suite leaders simultaneously. This role is a trusted partner to senior leadership, as when this office runs well, the hospital runs well.

Requirements

• 5+ years of executive administrative experience, preferably in healthcare or a similarly complex environment
• Demonstrated experience supporting C-Suite or senior leadership
• Exceptional written communication skills — able to write clearly and professionally on behalf of executives
• Proven track record in event planning and execution (hospital or large-organization setting a plus)
• Experience with digital signage platforms, internal communications tools, and document management systems
• Highly organized with the ability to manage competing priorities across multiple leaders
• Strong interpersonal and facilitation skills; comfortable in high-visibility, fast-moving environments
• Proficiency in Microsoft Office Suite, DocuSign, and project management tools (Asana, Monday, or similar)

Nice To Haves

• hospital or large-organization setting a plus

Responsibilities

• Manages complex, high-volume calendaring for multiple C-Suite executives, including scheduling meetings, resolving conflicts, and anticipating needs.
• Coordinates and tracks document signatures (DocuSign or similar), ensuring timely execution of contracts, approvals, and compliance documents.
• Screens and prioritizes executive correspondence, calls, and requests with professionalism and discretion.
• Prepares agendas, meeting materials, and follow-up action items for leadership meetings and board sessions.
• Maintains organized filing systems (digital and physical) for executive records, contracts, and reports.
• Runs the day-to-day operations of the executive office to ensure seamless, uninterrupted workflow across the hospital.
• Manages office supplies, vendor relationships, and facilities coordination for the executive suite.
• Serves as the primary point of contact for internal departments and external partners reaching out to the C-Suite.
• Plans, coordinates, and executes hospital-wide events including town halls, leadership retreats, recognition ceremonies, and community events.
• Manages all event logistics: venue booking, catering, AV, signage, RSVPs, run-of-show, and post-event follow-up.
• Partners with department heads and external vendors to ensure events align with the hospital's mission and brand standards.
• Develops and manages a structured internal communications calendar to ensure timely and consistent messaging across the organization.
• Drafts, edits, and distributes executive communications including newsletters, memos, announcements, and staff-wide updates.
• Manages hospital TV display systems (digital signage) — creates, schedules, and updates content to keep staff informed and engaged.
• Collaborates with department leaders to gather content and ensure messaging reflects organizational priorities.
• Facilitates executive meetings, cross-departmental working sessions, and leadership forums — manages agendas, keeps discussions on track, and captures key decisions and action items.
• Creates and maintains tracking systems for commitments, follow-ups, and recurring deliverables across the C-Suite.
• Coordinates logistics for committees, task forces, and interdepartmental initiatives involving executive sponsors.
• Leads and manages small to mid-size administrative and operational projects from initiation through completion.
• Builds project timelines, assigns tasks, tracks milestones, and communicates progress to executive sponsors.
• Identifies and resolves obstacles proactively, escalating appropriately when needed.
• Interfaces with clinical and non-clinical departments to gather information, align stakeholders, and move projects forward.

Benefits

• Competitive pay, incentives, referral bonuses and 403(b) with employer contributions (when eligible)
• Medical, dental, vision, prescription coverage, HSA/FSA options, life insurances, mental health resources and discounts
• Paid time off, parental and FMLA leave, short- and long-term disability, backup care for children and elders
• Tuition assistance, professional development and continuing education support

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: No Education Listed