Executive Assistant, Hospital Administration

UIOWA•Iowa City, IA

About The Position

UI Health Care has an opportunity for a skilled Executive Assistant to provide high-level administrative, operational, and project coordination support to the Administrative Chief of Staff, while serving as a trusted resource for the Chief Executive Officer, Hospital Administration, and the Chief of Staff leadership team. This position is responsible for coordinating executive operations, supporting strategic initiatives and enterprise priorities, facilitating leadership meetings, managing executive office operations, and ensuring efficient administrative processes across Hospital Administration. The role requires exceptional judgment, discretion, organizational awareness, and the ability to independently manage multiple complex priorities in a fast-paced executive environment.

Requirements

A Bachelor’s degree in business administration, finance, accounting, or a related degree, or the equivalent combination of education is required.
Minimum of 3 years of experience providing executive-level administrative support.
Experience scheduling and organizing meetings using Microsoft Outlook
Ability to manage complex and detailed calendars, schedule meetings, and respond to internal and external urgent requests.
Strong interpersonal and partnership skills.
Ability to understand and navigate complex professional relationships, respond to challenging people and circumstances, and react appropriately.
Excellent written, verbal, and interpersonal communication skills.
Proficiency in Microsoft Office software applications, including Word, Outlook, PowerPoint, and Excel, including formulas and use of PivotTables.
Demonstrated ability to work independently to complete multiple projects with competing deadlines.
Superior organizational and prioritization skills; deadline driven.
Ability to work effectively with a team and all levels of leadership.

Nice To Haves

Experience working in a large academic medical center.
Experience coordinating travel and reconciling associated expenses.
Knowledge of and experience with University of Iowa procurement and travel policies and procedures.
Knowledge of and experience with University of Iowa and University of Iowa Health Care policies, procedures, and regulations.

Responsibilities

Provide primary executive administrative support to the Administrative Chief of Staff and secondary support to the Chief Executive Officer and designated Hospital Administration executives as requested.
Provide administrative and operational support to the Chief of Staff leadership team, including the Office of Rural Health, enterprise initiatives, and other strategic programs as assigned.
Serve as a trusted partner to executive leadership by anticipating needs, independently managing competing priorities, and ensuring seamless execution.
Manage complex executive calendars, balancing organizational priorities while coordinating with internal and external stakeholders.
Coordinate executive meetings from planning through execution, including scheduling, agenda development, meeting materials, minutes, action items, and follow-up.
Prepare executives for meetings by compiling briefing materials, background information, and discussion topics.
Coordinate executive travel, itineraries, reimbursements, and associated logistics.
Plan and coordinate executive events, leadership retreats, candidate visits, and special meetings.
Manage Hospital Administration conference room scheduling, meeting logistics, and AV support.
Provide backup reception support for the executive office as operational needs require.
Coordinate administrative operations for strategic initiatives led by the Administrative Chief of Staff and Hospital Administration leadership.
Manage scheduling of the quarterly DEO/CEO meeting series, maintaining an organized cadence and coordinating meeting dates with key stakeholders.
Coordinate recurring executive leadership meetings, including Director Staff, Management Staff, and other assigned leadership forums.
Coordinate administrative operations supporting the UI Health Care Critical Access Hospital Network and Office of Rural Health initiatives, including meetings, communications, scheduling, and project coordination.
Develop meeting agendas in partnership with executive leadership and prepare supporting materials.
Capture key decisions, maintain action-item logs, and monitor follow-up activities to ensure accountability and timely completion.
Coordinate cross-functional projects and administrative workflows involving multiple departments and executive leaders.
Develop and maintain standard operating procedures, templates, and administrative processes that improve consistency and operational effectiveness.
Identify opportunities for process improvement and implement solutions that enhance efficiency within Hospital Administration.
Provide administrative coordination for enterprise-wide initiatives, organizational priorities, and special projects led by the Chief of Staff team.
Serve as a point of contact for the UI Health Care Chief Executive Office, coordinating communications from intake through resolution.
Draft, edit, and prepare executive correspondence, presentations, reports, briefing documents, and other confidential communications as requested.
Coordinate Hospital Administration office space assignments, workspace moves, conference room utilization, and related administrative logistics.
Oversee administrative operations of Hospital Administration common spaces, ensuring conference rooms, executive offices, and shared workspaces remain functional and appropriately supported.
Exercise independent judgment in responding to correspondence and managing communications on behalf of executive leadership.
Serve as liaison between Hospital Administration, Corporate Services, clinical departments, and external stakeholders.
Research, compile, analyze, and present information to support executive decision-making.
Coordinate HCIS access requests, telecommunications requests, maintenance requests, and other administrative services for Hospital Administration.
Maintain the highest level of confidentiality while handling sensitive organizational, financial, personnel, and strategic information.
Manage executive gift accounts, including transaction processing, transfers, reconciliations, and compliance with University and donor requirements.
Process, review, and reconcile financial transactions including purchase orders, ebuy, requisitions, travel approvals, reimbursements, deposits, journal entries, and other departmental transactions.
Coordinate financial documentation and reporting to support departmental operations.
Administer various executive level program, including requests, assignments, tracking, and communication with stakeholders.
Coordinate ordering, inventory, and operational oversight of executive copy room supplies, equipment, and vendor services.
Monitor compliance with financial policies and funding source requirements.
Recommend and implement improvements to administrative and financial workflows.
Build collaborative working relationships with executive leadership, faculty, and staff.
Demonstrate exceptional professionalism, diplomacy, discretion, and sound judgment while representing Hospital Administration.
Manage sensitive situations with confidentiality, tact, and organizational awareness.
Adapt quickly to changing priorities while maintaining a high level of customer service and responsiveness.
Perform other duties and special projects as assigned in support of executive leadership and organizational priorities.