Executive Secretary

Job Summary

The Executive Secretary provides efficient administrative support to senior leaders and streamlines operations. This position plays a crucial part in ensuring the smooth operation of the Executive team by handling various administrative and organizational responsibilities. The primary purpose of the Executive Secretary is to support department members, taking responsibility for all clerical, administrative and business detailed duties.

Essential Functions

• Provides high-level administrative support to senior executives, including calendar management, scheduling meetings, and arranging travel.
• Screens phone calls, manage email correspondence, and handle inquiries on behalf of the Executive team.
• Prepares and organizes materials for meetings, presentations, and reports.
• Serves as a liaison between senior leadership and hospital departments, ensuring smooth communication and coordination.
• Schedules, coordinates, and facilitates meetings, conferences, and events as needed for the Executive team.
• Takes and distributes minutes for executive meetings and follow up on action items.
• Provides direct administrative support and assistance to members of the administrative team.
• Greets all visitors and guests and assists in directing them to correct person/location.
• Participates in timekeeping functions as directed.
• Coordinates office supplies and equipment, ensuring that the Executive team has the necessary tools to perform effectively.
• Consistently uses skilled communication which demonstrates congruence between words and actions.
• Performs other duties as assigned.
• Maintains regular and reliable attendance.
• Complies with all policies and standards.

Qualifications

• Associate Degree in Business Administration, Healthcare Management, or a related field preferred
• 3-5 years of administrative or executive support experience, preferably within a healthcare or hospital setting required

Knowledge, Skills and Abilities

• Excellent communication skills both written and verbal.
• Very strong interpersonal skills and the ability to build positive relationships with staff, patients, and external partners.
• Strong organizational, time management, and multitasking skills with demonstrated ability to manage multiple projects and tasks.
• Proficient in office software (Microsoft Office Suite, especially Word, Excel, and PowerPoint), Google Suite, and hospital management software is a plus.
• Attention to detail and problem-solving skills.
• High level of professionalism and discretion, especially in handling confidential information.