Executive Assistant | Full Time

Concord Hospital Health System•Concord, NH

About The Position

The Executive Assistant performs complex and confidential administrative support duties for senior managers and serves as an integral member of the senior management team. The role handles sensitive assignments and maintains high-level contacts inside and outside the Hospital. It provides comprehensive administrative support for senior managers in developing, implementing, and managing departmental and committee programs and policies, and develops, implements, and maintains effective office practices and procedures. The position supports senior leaders’ schedules, meetings, projects, communications, policies, and day-to-day office operations. It requires discretion, independent judgment, strong organizational and interpersonal abilities, advanced proficiency with Microsoft Office 365, and the ability to coordinate complex activities and initiatives. Work is classified as sedentary, with a usually moderate noise level.

Requirements

Two years of formal training or education beyond high school, such as an associate degree.
Demonstrated ability to exercise independent judgment, initiative, and critical thinking while supporting executive leaders, managing priorities, advancing organizational initiatives, coordinating complex activities, and following through on commitments and deliverables.
Demonstrated flexibility and ability to manage multiple projects simultaneously.
Demonstrated ability to build strong relationships and interact positively with multidisciplinary staff, patients, and others.
Demonstrated ability to act independently when required and function effectively as part of a team.
Advanced proficiency in Microsoft Office 365 applications, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint, and related technologies.
Ability to develop and manage complex documents, reports, presentations, databases, meeting materials, and information systems; quickly learn and effectively use new applications, technologies, and business systems.
Demonstrated ability to manage complex projects and initiatives through planning, coordination, information management, progress tracking, and stakeholder engagement.

Responsibilities

Manage senior leadership calendars and schedules, resolve conflicts, prioritize appointments, prepare for meetings, arrange travel when needed, and maintain a daily calendar of meetings and events.
Perform administrative and executive support tasks while handling sensitive matters with confidentiality and discretion, particularly decisions affecting Hospital operations.
Serve as a point of contact for the Vice President’s business activities and liaise with the public, visitors, patients, staff, physicians, business associates, volunteers, solicitors, and others; independently resolve matters as appropriate.
Facilitate virtual, in-person, and hybrid meetings and events; prepare polished minutes and execute and track action items.
Manage intake, support, and communications for processes and committees.
Work independently and as part of a team on special, nonrecurring, and ongoing projects; coordinate projects, events, and other complex activities.
Manage and maintain daily office operations, including files, supply orders, equipment, leases, contracts, regulatory paperwork, recruitment support, practice acquisitions, mailings, databases, and Intranet website administration.
Coordinate, develop, and implement internal policies and procedures; monitor and evaluate policy-related action items, research best practices with the department, and distribute policies and procedures for review, approval, and reading.
Research, prepare, and create documents, reports, and presentation materials for Vice Presidents as needed.
Perform other assigned or directed duties, including serving as backup to other Executive Assistants.