Executive Assistant to COO

Job Title: Executive Administrative AssistantReports To: Chief Operations Officer Location: Beacon Health SystemPosition Summary:At Beacon Health System, we are dedicated to delivering exceptional healthcare through innovation, leadership, and operational excellence. The Executive Administrative Assistant plays a critical role in supporting senior leadership by ensuring seamless administrative operations. This role requires initiative, independent judgment, and the ability to interact effectively with internal and external stakeholders, including medical professionals, board members, and community leaders.Responsibilities include calendar management, communication coordination, travel arrangements, report preparation, and special project execution, all while maintaining the highest level of confidentiality and professionalism.Core Responsibilities:Executive & Administrative SupportManage the executive's calendar, scheduling, and daily workflow to optimize efficiency.Prepare and organize meeting materials, reports, and professional presentations.Draft, review, and finalize correspondence, forms, charts, and statistical reports with attention to confidentiality.Take and transcribe meeting minutes and dictation for leadership discussions.Screen and direct visitors, calls, and inquiries, ensuring alignment with policies and procedures.Prioritize and respond to incoming correspondence, identifying urgent matters and facilitating appropriate action.Serve as a liaison between the executive office, physicians, board members, and community stakeholders.Maintain and optimize record-keeping and filing systems for accessibility and compliance.Travel & Event CoordinationArrange executive travel, accommodations, and conference registrations.Prepare travel itineraries and oversee expense reimbursement processes.Assist in planning and executing high-level site visits, board meetings, and executive anize and distribute materials for governance meetings, committee sessions, and leadership functions.Project Management & Strategic SupportGather, analyze, and synthesize data to prepare executive-level reports and insights.Lead and support special projects within the executive's service line.Provide administrative support to Directors and cross-functional teams within the anizational Responsibilities:Actively participate in departmental and executive meetings, ensuring alignment with organizational plete all mandatory training, annual competencies, and regulatory requirements within designated timeframes.Maintain active certificationslicenses, including BCLS (CPR) if required.Ensure compliance with all Beacon Health System policies, regulatory agencies, and survey processes.Adhere to safety protocols, ergonomic practices, and universal precautions in the workplace.Be flexible and available for overtime or schedule adjustments as mitment to The Beacon Way:The Executive Administrative Assistant will actively uphold and embody The Beacon Way, including:✔ Leveraging innovation to enhance operational efficiency.✔ Developing human talent and leadership within the organization.✔ Driving performance improvements aligned with Beacon's mission and strategic goals.✔ Holding accountability for excellence in all areas of responsibility.✔ Utilizing data and technology to support decision-making and continuous improvement.✔ Communicating clearly and consistently to foster collaboration and trust.Education & Experience:High school diploma or equivalent required; additional coursework in business, office administration, or healthcare administration preferred.Minimum of five to seven years of progressively responsible administrative experience, preferably supporting senior leadership in a healthcare or corporate environment.Strong understanding of organizational policies, procedures, and healthcare operations.Knowledge & Skills:Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and internet research.Strong analytical, problem-solving, and organizational skills with the ability to manage multiple priorities.Excellent interpersonal and communication skills, capable of engaging with high-profile individuals with professionalism.Ability to handle confidential and sensitive information with discretion.High attention to detail with the ability to anticipate needs and proactively address challenges.Working Conditions & Physical Demands:Office-based role with standard business hours, occasional extended hours as needed.Ability to perform essential job functions effectively, including sitting, typing, and attending meetings.This position is critical to ensuring executive operations run smoothly, enabling Beacon Health System to maintain its mission-driven commitment to healthcare excellence.

Created: 2025-02-21