Position Summary

Provides expert-level administrative and organizational support to a Senior Vice President level or above, including management of complex scheduling, sensitive communications, meeting and travel logistics, records and reporting, budget and expense processes, and broader departmental administrative operations. The role requires strong judgment, discretion, responsiveness, and the ability to support business and financial operations while ensuring efficient execution of executive priorities.

Key Responsibilities

• Exercise judgment and discretion in handling incoming issues and requests, determining appropriate actions, responses, and solutions in a responsive and professional manner.
• Use Hospital chains of command and reporting systems to triage time-sensitive, challenging, confidential, and sensitive business and employee matters, including de-escalating personnel situations as needed.
• Manage the Executive’s calendar to support effective time management and prioritization of competing demands, while balancing daily, weekly, and monthly commitments and making rapid schedule adjustments as needed.
• Plan, prepare, and execute logistical and administrative requirements for meetings, interviews, seminars, conferences, and special events.
• Prepare and circulate agendas, minutes, presentations, and other meeting materials, and take minutes as requested.
• Coordinate in-person, hybrid, and virtual meeting logistics to ensure seamless execution and clear participant expectations.
• Arrange external travel and prepare accurate itineraries.
• Monitor and maintain department recordkeeping systems, including sensitive administrative and financial data.
• Oversee database and spreadsheet inputs, monitor data validity, and compile, print, and distribute periodic reports and related information.
• Evaluate, recommend, and implement changes or upgrades to systems as appropriate.
• Monitor and reconcile budget reports and expenses, and independently research and resolve errors or discrepancies.
• Collect, organize, and prepare materials needed for annual budgets, grant applications, and other complex administrative, financial, clinical, and/or research documents.
• Compile data from diverse sources, perform calculations, create spreadsheets, graphs, and charts, and prepare analyses for supervisor review.
• Organize and oversee secretarial, clerical, and administrative support services, including planning work schedules to ensure coverage for critical functions.
• Monitor work to ensure conformance with established hospital and departmental policies and procedures.
• Recommend, implement, and maintain internal office systems, procedures, and departmental administrative policies to support efficient operations.
• Support the Department’s and Executive’s business and financial operational responsibilities, including tracking expenses, administering contract management processes, ensuring timely contract execution, and handling purchase orders and reimbursements.

Preferred Education

• Bachelor’s Degree

Experience Required

• Experience providing expert-level administrative and organizational support to a Senior Vice President level or above.
• Experience managing complex executive calendars, competing priorities, and rapid schedule changes.
• Experience handling confidential, sensitive, and time-sensitive business and employee matters with sound judgment and discretion.
• Experience coordinating meetings, events, travel, and executive communications and materials.

Experience Preferred:

• Experience with AI tools, like ChatGPT, Claude, etc.
• Minimum 3 years of relevant administrative experience in supporting an executive/leader and/or in a complex, fast-paced environment.