Sr. Executive Assistant - Division Coordinator

Central Health•Austin, TX

About The Position

Overview The Sr. Executive Assistant - Division Coordinator is a trusted assistant to the executive team, providing high-level administrative and strategic support that enables executive effectiveness and organizational alignment. This role operates at the intersection of leadership and operations—managing complex calendars, facilitating key initiatives, and ensuring that executive intent is translated into day-to-day clarity and action.This is a high-trust, high-impact role requiring exceptional judgment, discretion, and the ability to navigate sensitive matters and competing priorities. The ideal candidate is a mission-aligned professional who brings operational rigor, strong communication skills, and a proactive, polished, and solutions-oriented approach to supporting executive leadership. Responsibilities Essential Functions Executive Support & Calendar Management:• Strategically manage and prioritize c-suite executives' calendars, aligning engagements with quarterly objectives and organizational priorities.• Coordinate and optimize a hybrid meeting ecosystem (virtual, in-person, cross-departmental), including premeeting briefs, agenda development, stakeholder communications, and post-meeting follow-up.• Capture meeting notes, track decisions and action items, and ensure follow-through on deliverables with appropriate discretion and urgency.• Serve as a liaison between the Clinical Services Office and internal/external stakeholders, ensuring executive visibility and responsiveness.Executive Coordination and Strategic Support:• Partner on high-priority projects and initiatives led by Clinical Services and Operation's executives, contributing administrative capacity, operational foresight, and timely execution.• Provide emergency backup support to other Executive Assistants or division coordinators during critical absences or high-priority needs to ensure continuity of executive operations.• Coordinate executive travel logistics, internal communications, and event planning with professionalism and foresight.• Assist with onboarding of new administrative staff, Clinical Services and Operational leaders ensuring a seamless and high-standard introduction to Central Health's systems and culture.• Offer informal guidance to fellow administrative staff when appropriate, helping foster a collaborative and mission-focused administrative community.Expense Management & Budget Support:• Reconcile and process monthly business expenses for designated leaders, ensuring accuracy, timeliness, and compliance with internal financial controls.• Coordinate coding and submission of purchase requests and financial documentation across departments.• Maintain confidentiality and document integrity in accordance with legal and organizational guidelines. Knowledge, Skills and Abilities: Best practices in customer service, executive assistance, office management, and business administration functions. Structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar. Proficiency in database, spreadsheet, scheduling/calendaring, and word processing applications. Must have good writing and verbal communication skills. Must be proactive and anticipate changes to schedules and processes. Administrative and clerical procedures and systems such as word processing systems, filing and records management systems, note-taking, transcription, and other office procedures and terminology. Confidentiality methods and techniques for the proper handling and precautions for classified, confidential, and sensitive information. Records management processes and/or methods for inventorying, verifying, logging, preparing, filming/scanning, and filing of records. Skill in: Strong problem-solving skills with effective follow through, analyzing information and evaluating results to choose the best solution and solve problems. Strong listening, verbal, presentation, and written communication skills. Listening to what other people are saying and asking questions to clarify or gather more information. Strong emotional intelligence and respect for internal and external stakeholders and co-workers. Knowing how to find information and identifying essential information. Performing complex operations in Microsoft Office 365, Adobe Acrobat Pro, web-based software applications, and the internet. Performing executive administrative functions including scheduling travel, meeting planning, and coordinating calendar activities. Actively learning by working with new material or information to grasp its implications. Actively looking for ways to help people, establishing and maintaining effective working relationships. Managing one's own time and the time of others. Taking and/or transcribing notes of meetings. Finding ways to structure or classify multiple pieces of information. Identifying and utilizing resources to complete tasks. Ability to: Efficiently shift back and forth between two or more activities or sources of information. Regularly and effectively manage competing priorities and meet deadlines. Develop strong interpersonal skills with the ability to interface effectively both externally and internally with a wide range of people in a professional manner. Correctly follow a given rule or set of rules to arrange things or actions in a certain order including procedures, orders, or logical operations. Develop approaches for implementing an idea. Utilize independent discretion and judgment. Exhibit a sense of urgency when resolving problems and working with critical deadlines. Exhibit a calm and flexible attitude in a fast-paced, swiftly changing environment.

Requirements

Best practices in customer service, executive assistance, office management, and business administration functions.
Structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
Proficiency in database, spreadsheet, scheduling/calendaring, and word processing applications.
Must have good writing and verbal communication skills.
Must be proactive and anticipate changes to schedules and processes.
Administrative and clerical procedures and systems such as word processing systems, filing and records management systems, note-taking, transcription, and other office procedures and terminology.
Confidentiality methods and techniques for the proper handling and precautions for classified, confidential, and sensitive information.
Records management processes and/or methods for inventorying, verifying, logging, preparing, filming/scanning, and filing of records.
Strong problem-solving skills with effective follow through, analyzing information and evaluating results to choose the best solution and solve problems.
Strong listening, verbal, presentation, and written communication skills.
Listening to what other people are saying and asking questions to clarify or gather more information.
Strong emotional intelligence and respect for internal and external stakeholders and co-workers.
Knowing how to find information and identifying essential information.
Performing complex operations in Microsoft Office 365, Adobe Acrobat Pro, web-based software applications, and the internet.
Performing executive administrative functions including scheduling travel, meeting planning, and coordinating calendar activities.
Actively learning by working with new material or information to grasp its implications.
Actively looking for ways to help people, establishing and maintaining effective working relationships.
Managing one's own time and the time of others.
Taking and/or transcribing notes of meetings.
Finding ways to structure or classify multiple pieces of information.
Identifying and utilizing resources to complete tasks.
Efficiently shift back and forth between two or more activities or sources of information.
Regularly and effectively manage competing priorities and meet deadlines.
Develop strong interpersonal skills with the ability to interface effectively both externally and internally with a wide range of people in a professional manner.
Correctly follow a given rule or set of rules to arrange things or actions in a certain order including procedures, orders, or logical operations.
Develop approaches for implementing an idea.
Utilize independent discretion and judgment.
Exhibit a sense of urgency when resolving problems and working with critical deadlines.
Exhibit a calm and flexible attitude in a fast-paced, swiftly changing environment.
High School Diploma or equivalent (higher degree accepted)
6 years of administrative experience supporting managers, directors and executives with complex meeting and calendar needs.
Sixty (60) college hours may substitute for up to two years of work experience.

Responsibilities

Strategically manage and prioritize c-suite executives' calendars, aligning engagements with quarterly objectives and organizational priorities.
Coordinate and optimize a hybrid meeting ecosystem (virtual, in-person, cross-departmental), including premeeting briefs, agenda development, stakeholder communications, and post-meeting follow-up.
Capture meeting notes, track decisions and action items, and ensure follow-through on deliverables with appropriate discretion and urgency.
Serve as a liaison between the Clinical Services Office and internal/external stakeholders, ensuring executive visibility and responsiveness.
Partner on high-priority projects and initiatives led by Clinical Services and Operation's executives, contributing administrative capacity, operational foresight, and timely execution.
Provide emergency backup support to other Executive Assistants or division coordinators during critical absences or high-priority needs to ensure continuity of executive operations.
Coordinate executive travel logistics, internal communications, and event planning with professionalism and foresight.
Assist with onboarding of new administrative staff, Clinical Services and Operational leaders ensuring a seamless and high-standard introduction to Central Health's systems and culture.
Offer informal guidance to fellow administrative staff when appropriate, helping foster a collaborative and mission-focused administrative community.
Reconcile and process monthly business expenses for designated leaders, ensuring accuracy, timeliness, and compliance with internal financial controls.
Coordinate coding and submission of purchase requests and financial documentation across departments.
Maintain confidentiality and document integrity in accordance with legal and organizational guidelines.