Executive Assistant

Neuropsychiatric Hospitals•Kalamazoo, MI

10d•Onsite

About The Position

Kalamazoo Behavioral Health Hospital is looking for an experienced Executive Assistant to support our hospital executive team. The executive assistant provides comprehensive administrative support, including internal and external meeting scheduling, special projects, and complex daily calendaring. The executive assistant will oversee meeting agendas and slide deck preparation, confidential correspondence, and event/conference management. The Executive Assistant is also responsible for initiating and coordinating the clerical and secretarial functions required in the effective implementation of administrative policies of all facilities. This position does require a flexible work schedule.

Requirements

Education: High School Diploma or GED required. Associates degree preferred.
Experience: Minimum of 1 year of previous administrative or secretarial experience required. 1 year of administrative experience in a hospital or healthcare setting is preferred.
Advanced communication skills with proven experience with written and verbal communication with multiple levels of leadership, colleagues, and the public
Intermediate skills in Microsoft suite, including: Office, Excel, PowerPoint, and Teams

Nice To Haves

1 year of administrative experience in a hospital or healthcare setting is preferred.
Associates degree preferred.

Responsibilities

Represents and maintains the office of the executive with dignity and respect.
Maintains complex appointment schedules and calendaring, including standing and recurrent meetings.
Serves as the liaison between the executive's office and external sources, various companies, and opportunities.
Provides proactive preparation and collection/distribution of supporting information on upcoming meetings.
Creates and maintains updated slide decks on a number of hospitals initiatives
Works and coordinates with other executive assistants and resource staff and participates in preparation and meeting management, including agendas, minutes, presentations, slide decks and documentation of next steps.
Creates and edits confidential correspondence.
Assists with visitors and guests.
Confirms meeting logistics, including conference room reservations, onsite and remote meetings, audio/visual and IT support, as required.
Arranges travel - air, hotel, meeting registration, automobile - as needed for senior leadership attendance at conferences.
Responsible for implementing, organizing and maintaining master filing system for our busy Executive.
Answers and directs phone calls to proper person and provide assistance as requested or required.
May serve as a receiving and triage point for a variety of sensitive/confidential matters, and communication with all levels of employees, including senior leadership.