Senior Executive Assistant

Job Title: Senior Executive Assistant
Job ID: 9121078
Location: Irving, TX (Onsite)
Employment Type: 3-Month Contract
Work Schedule: Monday to Friday, 8:00 AM – 5:00 PM

Position Overview:
Sigma, Inc. is currently seeking a Senior Executive Assistant to support executive leadership at a healthcare organization in Irving, TX. This role is responsible for providing high-level administrative and secretarial support to senior executives, managing complex schedules, coordinating board-level activities, and serving as a key liaison between leadership, staff, and external stakeholders. The ideal candidate will demonstrate exceptional organization, communication, discretion, and the ability to manage multiple priorities in a fast-paced environment.

Summary:

• The Executive Assistant Senior is responsible for providing overall secretarial support to the Executive(s) to whom assigned to accomplish daily workloads with duties including or comparable to those indicated below.
• The Executive Assistant Senior handles a wide variety of situations involving the clerical and administrative functions of the executive offices, which often cannot be brought to the attention of the executive.
• The Executive Assistant Senior serves as a liaison between Executives, Medical Staff, Board members, major donors, associates, and the public, making independent decisions when appropriate and working collaboratively as part of a team to support executive operations.

Key Responsibilities:

• Meet expectations of applicable client competencies, including Leader of Self, Leader of Others, or Leader of Leaders.
• Manage executive calendars, prioritize appointments, coordinate meetings, and proactively resolve scheduling conflicts and competing priorities.
• Independently establish appointment priorities, reschedule or decline invitations when necessary, and draw attention to important dates and conflicts.
• Prioritize workload demands effectively while maintaining accuracy and professionalism.
• Plan, coordinate, and participate in administrative and board-level meetings in accordance with Hospital Bylaws, JCAHO Administrative and Board standards, and other regulatory requirements.
• Schedule meeting rooms, coordinate catering, prepare agendas, distribute materials and mail-outs, record and transcribe minutes, and coordinate follow-up actions with Committee Chairs.
• Provide professional reception and telephone support, tactfully handling inquiries, resolving issues independently whenever possible, and escalating matters appropriately.
• Serve as a liaison between executives, medical staff, board members, associates, donors, and the public while maintaining confidentiality and professionalism at all times.
• Review incoming correspondence, determine deadlines, verify document accuracy, summarize key information, and prepare supporting materials for executive review and response.
• Compose formal correspondence, prepare presentations and special projects, and maintain organized paper and electronic filing systems for efficient document retrieval.
• Coordinate complex domestic and international travel arrangements, including flights, lodging, conference logistics, catering, and audiovisual support.
• Respond to requests and inquiries in the executive's absence, ensuring timely communication, follow-up, and escalation of urgent matters when necessary.
• Provide guidance, training, and support to peers and clerical staff regarding office equipment, workplace standards, and organizational policies.
• Demonstrate competence in adapting support and communication methods to accommodate the unique physical, psychosocial, cultural, developmental, and age-specific needs of individuals served.
• Ensure compliance with all organizational policies, hospital procedures, and state and federal regulatory standards.
• Maintain strict confidentiality of patient, staff, and organizational information in accordance with company policies and regulations.
• Perform additional administrative and operational duties as assigned.

Requirements:

• High school diploma or equivalent required.
• Minimum of 5 years of experience in office administration, executive support, and calendar management.
• Demonstrated experience supporting executives with multiple projects, schedules, and competing priorities.
• Experience coordinating both planned and last-minute travel arrangements.
• Strong verbal and written communication skills with excellent organizational and multitasking abilities.
• Experience working in healthcare or regulated environments preferred.
• Certified Administrative Professional (CAP) certification preferred.
• Professional Administrative Certification of Excellence (PACE) certification preferred.