Executive Program Coordinator/Executive Assistant I

OhioHealth•Columbus, OH

2d•Onsite

About The Position

Reporting to the VP, Talent Acquisition, this role serves as a strategic partner to the executive recruiting team and senior leadership, providing high-level administrative support and end-to-end coordination of executive hiring processes. The Executive Recruiting Coordinator & Executive Assistant ensures a best-in-class experience for executive candidates, hiring leaders, and external partners while managing complex logistics, supporting early-stage recruiting activities, and enabling efficient execution of leadership hiring and enterprise initiatives. This role operates in a fast-paced environment, requiring strong judgment, discretion, and the ability to anticipate needs and execute with minimal oversight.

Requirements

Associate's Degree: Business Administration/Management (Required)
Associate’s Degree required
5–7 years of progressive administrative or recruiting coordinator experience
Advanced proficiency with Microsoft Office tools (Word, PowerPoint, Forms), with demonstrated ability to create polished, executive-ready presentations, documents, and data collection solutions

Nice To Haves

bachelor’s degree preferred
Field of Study: Business Administration or related field

Responsibilities

Provides complex and strategic calendar management for more than one executive and/or business leader; including scheduling, time management, organization and prioritization of appointments and meetings.
Serve as the scheduling point of contact for executive-level interviews.
Assists executives in prioritizing emails in a timely manner; receives and screens calls; manages and delegates information requests; prepares and proofreads correspondence, presentations, memos, research, etc.
Provides strategic calendar management relating to the scheduling of executive interviews, for multiple hiring leaders and interview teams including interview scheduling, strategic calendar blocks, coordinating with the executive recruiter to prioritize role support, coordination and/or scheduling of candidate travel, communication with external recruiters, etc.
Assists with external candidates’ travel planning and management and communicates with external candidates regarding plans.
Provides on-site candidate and interview support including reserving meeting rooms, tours, catering, engaging external partners, etc.
Manages communication between candidates, hiring managers, and interviewers, communicating things like interview schedules, expectations, sharing of job profiles, and resumes.
Partners with Shared Services Business Coordinator to help externally hired executives through pre-hire process.
Works with hiring managers’ assistants to prepare onboarding plan and details.
Coordinates with Total Rewards on initiation of relocation requests where necessary.
Processes purchase orders, travel and expense reports, mileage, cash advances for travel, etc. in a timely and accurate manner, working as appropriate with Accounts Payable, Procurement and other fiscal offices, and using enterprise software systems (e.g., Concur, Workday).
Leverages and stays current on new or updated technologies introduced by the organization; operates specialty software and provides technological application guidance to executive and/or business leaders, as needed.
Organizes paper and electronic records, which may include coordinating network/shared drives; organizes and retrieves information in a timely manner; securely manages confidential information in all forms; follows OhioHealth records retention policies and organizes long-term storage as appropriate.
Anticipates executive’s needs and prepares accordingly; interacts with customers, peers, OhioHealth associates and executive-level candidates with individual in mind and be responsive; balances autonomy with teamwork, particularly when supporting multiple executives and/or leaders.
Gains trust and respect by ensuring privacy and security of information; adheres to all information, privacy and security policies, procedures, standards, and guidelines.
May be assigned/required as needed, including leading or assisting projects as required.
As a High Reliability Organization (HRO), responsibilities require focus on safety, quality and efficiency in performing job duties.
The job profile provides an overview of responsibilities and duties and is not intended to be an exhaustive list and is subject to change at any time.