Senior Executive Assistant (Office of the CEO)

Cornell Scott-Hill health • New Haven, CT

3h

About The Position

The Senior Executive Assistant serves as a trusted partner to the Chief Executive Officer (CEO), providing high-level administrative and strategic support to ensure efficient operation of the Office of the CEO. This position manages the day-to-day operations of the CEO’s office, oversees communications and scheduling, and provides administrative and organizational support to the CEO and Board of Directors, including coordination of all governance meetings, materials, and official records.

Requirements

• Bachelor’s degree required. Master’s degree preferred in Business Administration, public health or related field
• Five to seven (5-7) years’ experience of progressive executive administrative experience, preferably supporting C-suite Executives or Boards in Healthcare, nonprofit, or public-sector settings required.
• Ability to communicate complex information clearly and concisely verbally and in writing, and to establish a positive, professional relationship with all levels of senior leadership, management, staff, vendors and customers.
• Exceptional written and verbal communication skills, with attention to accuracy and professionalism.
• Elevated level of discretion, diplomacy, and political savvy.
• Strong proficiency in Microsoft Office Suite to include PowerPoint, board management software and virtual meeting platforms such as Zoom and Teams.

Nice To Haves

• Experience at a Joint Commission-accredited facility preferred.

Responsibilities

• Serve as the primary point of contact for the CEO, managing all incoming communications, correspondence, and requests.
• Maintain and prioritize the CEO’s calendar, ensuring alignment with strategic priorities.
• Facilitate and support the CEO’s timely preparation for meetings and engagements.
• Coordinate executive meetings, speaking engagements, and travel arrangements.
• Draft, edit as directed, and disseminate correspondence, reports, presentations, and briefing materials for or on behalf of the CEO.
• Support coordination and alignment between the CEO’s office and the broader executive leadership team.
• Work with the CEO and Chief Administrative Officer to develop agendas and action items for weekly senior leadership meetings.
• Take minutes of senior leadership team meetings as requested and flag any unfinished business for resolution at subsequent meetings.
• Follow up with CEO on execution of commitments made by the CEO or other senior executives.
• Ensure confidentiality and discretion in all matters involving executive leadership and personnel issues.
• Serve as the Board Secretary, with duties specified in CSHHC’s bylaws.
• Serve as the designated administrative support to the Board Chair by assisting in the discharge of the officer’s duties, including but not limited to: scheduling Executive Committee meetings; preparing welcome letters and welcome gifts to new directors; and CEO and director correspondence.
• Develop and maintain a Board calendar to identify meeting dates for key Board of Director decision-making, approvals, and other actions.
• Plan, coordinate, and execute all Board of Directors and Board Committee meetings, including scheduling, coordination, materials, and follow-up actions.
• Serve as the administrator for the Board management portal/software and ensure all relevant notices, agendas, meeting materials, resource and background materials, resolutions and other documentation are posted and kept up to date in compliance with open meeting laws and CSHHC’s bylaws.
• Maintain the official record of Board proceedings, bylaws, resolutions, and policies and post to the board portal as directed.
• Assist with new Board member onboarding, training and support.
• Support a strong CEO/Board chair partnership by scheduling regular meetings, debriefing with the CEO and following up with the CEO and chairing on any action items.
• Manage relationships and communication between the CEO, Board Chair, and Board members to foster effective governance practices and positive Board culture.
• Function as a liaison between the CEO and internal/external stakeholders, fostering clear communication and timely information flow.
• Partner with Human Resources, Finance, and Compliance teams to ensure executive-level processes and approvals are completed accurately and efficiently.
• Support special projects, initiatives, and events as directed by the CEO and Board Chair.
• Proactively identify opportunities to improve systems and administrative efficiency that benefit the CEO and the organization.
• Approve timecards of CEO’s direct reports
• Process purchase requisitions and contracts as required.
• Process payment requests, AMEX reports and other forms and documents.
• Other duties as assigned by the CEO or designee.
• Attend and participate in meetings as required or assigned.
• Maintain knowledge of organizational policies and procedures, objectives, safety, environment of care, management of information and other standards.
• Perform all other duties as required.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior