Executive Assistant Jobs in Austin, MS

About The Position

Requirements

• Seven years of progressively responsible executive administrative support experience in a medium to large organization required.
• Experience directly supporting senior executives, executive leadership teams or boards of directors required.
• Advanced proficiency with Microsoft 365 applications, including Outlook, Word, Excel, PowerPoint and Teams.
• Ability to learn and effectively administer board-management platforms, electronic record systems and other business applications.
• Demonstrated ability to manage complex calendars, competing priorities and time-sensitive assignments.
• Strong project coordination, organizational and follow-through skills.
• Ability to prepare accurate meeting minutes documenting significant discussions, decisions and action items.
• Excellent written communication, editing, proofreading and document-preparation skills.
• Strong verbal communication and interpersonal skills, with the ability to interact professionally with executives, board members, physicians, employees and external stakeholders.
• Demonstrated discretion and sound judgment when handling confidential and sensitive information.
• Demonstrated ability to work independently and exercise sound, independent judgment in prioritizing work, handling sensitive matters and making decisions with limited supervision.
• Ability to adapt to changing priorities and perform effectively in a fast-paced environment.
• Poise, judgment and professionalism necessary to represent the President/CEO, executive leadership and the organization.
• Strong customer service orientation and ability to establish effective working relationships.

Nice To Haves

• Postsecondary education or training in business administration, office management, executive administration or a related field preferred.
• Associate degree in business administration, office management or a related field preferred.
• An equivalent combination of education and relevant experience may be considered.
• Experience coordinating complex meetings, projects, governance processes or organizational initiatives preferred.
• Experience working in health care or another highly regulated environment preferred.

Responsibilities

• Provides comprehensive, confidential executive administrative support to the President/CEO and designated corporate executives.
• Serves as a primary liaison among executive leadership, the Board of Directors, affiliate leadership and internal and external stakeholders.
• Coordinates Board, committee and executive leadership meetings.
• Manages schedules, agendas, meeting materials, communications and logistics.
• Prepares accurate minutes documenting significant discussions, decisions and action items.
• Administers the board-management platform and maintains related governance records.
• Manages complex executive calendars, correspondence, communications, travel arrangements and administrative priorities.
• Anticipates scheduling conflicts, evaluates competing requests and adjusts priorities based on organizational needs.
• Prepares, edits, proofreads and distributes correspondence, presentations, reports and other executive-level documents.
• Coordinates executive-level projects, programs and organizational initiatives.
• Tracks deadlines, deliverables and follow-up items to support timely and accurate completion.
• Communicates with responsible parties and escalates concerns when appropriate.
• Establishes and maintains confidential executive, corporate and governance records in accordance with organizational policies and applicable requirements.
• Coordinates administrative, financial, compliance and reporting processes assigned to the Executive Office.
• Prepares and processes expense documentation, invoices, reimbursements, payroll-related information and other administrative records.
• Coordinates the distribution, collection and maintenance of required organizational documentation.
• Provides operational coordination for the Executive Office, including office workflow, shared resources, records, supplies and administrative processes.
• Serves as a resource to leaders and administrative staff throughout the health system regarding executive support practices, governance processes and office procedures.
• Identifies and implements opportunities to improve administrative processes, organization, efficiency and service.
• Handles highly sensitive, confidential and proprietary information with discretion and sound judgment.
• Exercises independent judgment and discretion in anticipating executive and organizational needs, establishing priorities, resolving administrative matters and determining appropriate courses of action within the scope of the position.
• Performs other related duties and responsibilities as assigned.

Benefits

• competitive pay
• excellent benefits