Executive Administrative Assistant

Job Summary:

The Executive Administrative Assistant provides high-level administrative support to the President/COO and plays a key role in the coordination of activities within the VNA of Care New England. This role requires exceptional organizational skills, discretion, and the ability to manage multiple priorities in a fast-paced healthcare environment. The Executive Administrative Assistant acts as a liaison between the President/COO, CNE leadership, physicians, and other internal and external stakeholders, while also supporting the VNA leadership team, scheduling, and payroll processes.

Duties & Responsibilities:

Executive Support to the President/COO

• Manage the President/COO’s calendar, schedule meetings, and coordinate travel and conference logistics.
• Prepare correspondence, presentations, reports, and other documents on behalf of the President/COO.
• Support the President/COO in maintaining effective communication with executives, board members, and physician leadership.
• Monitor and prioritize incoming requests, ensuring timely follow-up and resolution.
• Handle confidential and sensitive information with the highest degree of professionalism.
• Communicate effectively with executive secretaries in other CNE operating units as needed for the purposes of schedule coordination.

VNA Leadership Team and Building Support Responsibilities

• Support VNA leadership in scheduling, preparing agendas, and documenting minutes.
• Maintain accurate records, databases, and rosters for the organization.
• Conducts and coordinates projects as assigned; prepares and presents findings in an organized fashion, ensures timely completion of assignments.
• Prepares presentations and spreadsheets for distribution as necessary.
• Schedules and maintains RSVP list for agency meetings (ex: Board Committees, Executive, Management Team, All-staff, CNE meetings). Prepares for meetings including reserving conference room or alternate space, beverage and food ordering and set up
• Oversight of the office shared services equipment, including postage meter, fax machines, copiers, and mailing materials.  Ensure proper functionality and performance of the machines, including contacting vendor to arrange for routine and emergency services of this equipment.
• Manages office supplies for the agency.
• Attends department meetings and records minutes as needed.
• Performs other related tasks as requested.

Requirements:

• Associate's Degree Required.
• Minimum 3 to 5 Years of administrative experience supporting senior leadership, preferably in a healthcare or home care setting.
• Knowledge of home care and hospice regulatory requirements strongly preferred.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and comfortable with database systems.
• Payroll experience and proficiency with Kronos preferred.
• Excellent communication, interpersonal, and organizational skills.
• Ability to work independently, exercise sound judgment, and prioritize competing tasks.
• Strong attention to detail and commitment to confidentiality.

About Us:

Care New England Health System (CNE) and its member institutions, Butler Hospital, Women & Infants Hospital, Kent Hospital, VNA of Care New England, Integra, The Providence Center, and Care New England Medical Group, is a trusted, integrated health care organization that fuels the latest advances in medical research, attracts the nation’s top specialty-trained doctors, hones renowned services and innovative programs, and engages in the important discussions people need to have about their health and end-of-life wishes. Care New England is helping to transform the future of health care, providing a leading voice in the ongoing effort to ensure the health of the individuals and communities we serve.

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Americans with Disability Act Statement: External and internal applicants, as well as position incumbents who become disabled must be able to perform the essential job-specific functions either unaided or with the assistance of a reasonable accommodation, to be determined by the organization on a case-by-case basis.

 

EEOC Statement: Care New England is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status

 

Ethics Statement: Employee conducts himself/herself consistent with the ethical standards of the organization including, but not limited to hospital policy, mission, vision, and values.