Manager, Executive Assistants

BHS•Kentucky - Work from Home, KY

3d•Hybrid

About The Position

Baptist Health Medical Group is looking for a Manager, Executive Assistants to join their organization. This is a work from home role that will require some presence at meetings and functions. The role involves directing and overseeing the daily operations of the Chief Health Integration Officer (CHIO), Baptist Health and President, Baptist Health Medical Group (BHMG). It also provides advanced executive and administrative office coordination and executive support to the Executive Director, Board Liaison and Assistant to the CEO during monthly BHS Board Meetings. The position focuses on identifying efficient work procedures, providing leadership for executive offices and administrative support personnel, and planning and executing offsite retreats, meetings, and symposiums. High-level support is provided to the Physician Cabinet, maintaining a close and responsive relationship with the CHIO/President, BHMG's daily activities. This includes monitoring emails for emergent and urgent issues, making decisions within the scope of authority, and providing administrative oversight to Service Lines. The role requires flexibility, initiative, good judgment, knowledge of company practices and organization, and the ability to prioritize conflicting needs and complete projects successfully. Specific duties include managing complex calendars, coordinating venue spaces, overseeing document preparation, handling expense reports, payroll timecards, and department credit card reconciliations. The Manager will also monitor and reassign Administrative Assistant workloads, conduct continual training, and perform yearly performance evaluations.

Requirements

Bachelor's degree in related field required
7+ years experience as an executive administrative assistant, preferably in a highly matrixed organization
2+ years managerial experience
Strong financial acumen and experience in budget management
Excellent communication and interpersonal skills
Ability to think strategically, make decisions, and solve complex problems
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office software
Strong organizational skills and attention to detail
Ability to thrive in a fast-paced and dynamic environment

Responsibilities

Direct and oversee the daily operations of the Chief Health Integration Officer (CHIO), Baptist Health and President, Baptist Health Medical Group (BHMG).
Provide advanced level of executive and administrative office coordination and executive support to the Executive Director, Board Liaison and Assistant to the CEO, during the monthly BHS Board Meetings.
Identify and follow efficient work procedures that maximize the effectiveness of and efficiency of the departments.
Provide leadership and oversight of the daily operations of the executive offices and administrative support personnel.
Successfully plan and execute all offsite retreats, meetings, and various symposiums.
Provide high level support to the Physician Cabinet and maintain a close and highly responsive working relationship with the day-to-day activities of the CHIO/President, BHMG.
Monitor the CHIO/President, BHMG emails on a daily basis, alerting him of all emergent and urgent issues.
Make decisions within the scope of authority; relieving the CHIO/President, BHMG of designated administrative duties.
Provide administrative oversight to the Service Lines.
Manage complex calendars, coordinate venue spaces, oversee the preparation of documents, handle expense reports, payroll timecards, and department credit card reconciliations.
Keep constant eye on other Administrative Assistant workloads, reassigning work, to meet the needs of the team.
Conduct continual training of other AA's across the system and yearly performance evaluations.