Senior Executive Assistant - 40hrs

Connecticut Children's Medical Center•Hartford, CT

10d

About The Position

Acting as a strategic administrative partner, the Senior EA manages the CEO’s schedule, correspondence, and logistics, enabling the CEO to focus on enterprise-level initiatives, stakeholder engagement, and strategic leadership. The role requires exceptional organization, judgment, and professionalism, with the ability to manage sensitive information, anticipate needs, and coordinate effectively across all levels of the organization. The Senior EA represents the CEO’s office with integrity, tact, and discretion, fostering strong relationships with internal leaders, the Executive Management Team (“EMT”), Board members, and external partners.

Requirements

Education Required: Associate degree in business, healthcare administration, or related field.
Experience Required: Minimum of 7 years progressive administrative support experience, ideally with C-suite level executives.
An equivalent combination of education, training and relevant experience may be considered.
License and/or Certification Required: N/A
Knowledge: Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), including expert-level formatting, document production, and presentation preparation.
Proficiency with collaboration tools such as Zoom, Smartsheet, Teams, and other enterprise communication platforms.
Knowledge of executive communication standards, including formatting, structure, tone, and expectations for CEO-level correspondence.
Knowledge of organizational operations, executive workflows, and cross-functional leadership structures within complex organizations.
Familiarity with governance processes (Board of Directors, committees, agenda development, and preparation of board-facing materials).
Understanding of confidentiality, privacy expectations, and information-sensitivity protocols related to executive and Board matters.
Working knowledge of calendar and priority management principles, including strategies for optimizing executive time and supporting fast-moving leadership environments.
Skills: Exceptional organizational and prioritization skills, with the ability to manage multiple high-priority tasks, requests, and deadlines with accuracy and calmness.
Advanced written and verbal communication skills, reflecting the ability to compose, edit, proofread, and format executive-level correspondence and materials.
Strong interpersonal and relationship-building skills, demonstrating tact, professionalism, and the ability to represent the CEO’s office with credibility across all levels—executive leaders, Board members, physicians, staff, community stakeholders, and external partners.
Skilled in anticipatory support, identifying needs ahead of time and preparing the CEO for meetings, engagements, and strategic initiatives.
Strong judgment, discretion, and diplomacy in handling confidential and sensitive information.
Skilled in managing high-volume communications, including email triage, prioritization, and routing to appropriate leaders.
Ability to produce high-quality presentations, reports, and briefing materials that reflect organizational standards and leadership expectations.
Abilities: Ability to operate effectively in a fast-paced, dynamic environment, adapting to changes, managing competing demands, and maintaining composure under pressure.
Ability to operate effectively within a dual-support model—providing primary executive administrative support to the CEO while receiving operational direction, prioritization, and oversight from the Chief of Staff.
Ability to think proactively, anticipate obstacles, and implement solutions that support the CEO’s effectiveness and the smooth functioning of the executive office.
Ability to coordinate, track, and follow through on complex commitments, action items, and deliverables across the CEO, Chief of Staff, and Executive Management Team.
Strong ability to exercise sound judgment, particularly when prioritizing requests, escalating issues, or filtering information on behalf of the CEO.
Ability to work both independently and collaboratively, functioning as a resourceful team member who supports the broader executive and administrative teams.
Ability to manage and maintain confidentiality, demonstrating the highest level of integrity and professionalism.
Ability to represent the CEO and organization with credibility, discretion, and executive presence in interactions with internal and external stakeholders.
Ability to uphold and model the mission, values, and culture of Connecticut Children’s.

Responsibilities

Executive Support Serve as the primary administrative partner to the CEO, under the coordination and direction of the Chief of Staff, managing complex calendars, meeting requests, and high-volume communications with precision and confidentiality.
Anticipate and proactively prepare the CEO for meetings, engagements, and commitments, ensuring all materials, context, and logistics are ready in alignment with Chief of Staff priorities.
Coordinate travel arrangements, itineraries, and related logistics for the CEO, ensuring a smooth, efficient, and cost-effective process.
Prepare, edit, and proofread correspondence, presentations, reports, and executive materials with a high level of accuracy and professionalism.
Handle expense reconciliation, invoice processing, corporate card reconciliations and vendor management for the Office of the CEO.
Ensure that the CEO’s time is used strategically by filtering requests, prioritizing demands, and triaging communication in partnership with and under the guidance of the Chief of Staff.
Maintain strict confidentiality regarding all organizational, executive, and Board-related matters.
Reconcile time cards weekly to ensure payroll accuracy.
Partnership with the Chief of Staff Operates under the daily direction of the Administrative Chief of Staff, ensuring alignment of all CEO support activities with executive office priorities.
Work closely and collaboratively with the Administrative Chief of Staff to align priorities, communication flow, and scheduling around CEO and EMT objectives.
Coordinate and communicate daily with the Chief of Staff to ensure that meetings, materials, and follow-up items are aligned with strategic initiatives and key deliverables.
Support the Chief of Staff by managing the administrative components of projects, meetings, and events, including scheduling, logistics, and documentation.
Partner with the Chief of Staff to ensure the CEO’s commitments and follow-ups are tracked and completed in a timely manner.
Participate in regular briefings with the Chief of Staff to anticipate and prepare for upcoming organizational needs, internal communications, and external engagements.
Elevates issues, conflicts, or escalations to the Chief of Staff for direction and resolution as needed.
Board and Committee Support Manage complex meeting logistics for Board of Directors and Committee meetings under the direction and leadership of the Chief of Staff, including conference room coordination, catering, AV, and preparation.
Coordinate scheduling, prepare materials, and ensure timely submission of agendas, presentations, and reports.
Support Board communications and correspondence, maintaining a professional and polished tone in all written and verbal exchanges.
Manage board-related logistics including travel, accommodations, and on-site coordination for meetings or events.
Relationship Management and Communication Serve as a professional representative of the CEO’s office when communicating with internal and external stakeholders, including the Board, EMT, staff, donors, and community partners.
Build trusted relationships with Executive Assistants supporting other senior leaders to foster coordination and consistency across the executive suite.
Manage inbound inquiries with professionalism and discretion, exercising judgment to determine appropriate routing, follow-up, or escalation.
Draft, edit, and distribute communications and talking points on behalf of the CEO as requested.
Office Administration and Process Improvement Maintain organized systems for document management, executive correspondence, and meeting archives.
Partner with administrative staff across the organization to coordinate cross-functional executive meetings and events.
Identify opportunities to improve administrative efficiency within the CEO’s office and implement process enhancements.
Support the planning and execution of executive events, retreats, and leadership summits.
Monitor and maintain supplies, initiate work orders, process check requests, and handle documentation for purchasing or vendor agreements.
Provide administrative coverage to other Executive Assistants as needed.
Performs Other Duties as Assigned