Executive Assistant at Holland Hospital in Holland, MI

Job description

• Reporting to the Executive Director and collaborating closely with the Administrative Executive Team, this position is responsible for prioritizing, coordinating, and executing a broad range of daily operational and administrative functions. The role provides high-level, complex, and confidential administrative support to executive leadership, ensuring efficient operations and effective communication across the organization.
• Key responsibilities include composing, editing, and proofreading correspondence, reports, presentations, and other business documents; performing advanced word processing and document management; planning, coordinating, and facilitating meetings and events; maintaining administrative systems and organization; supporting committees and executive projects; and performing other related duties as assigned.
• The successful candidate demonstrates exceptional organizational skills, sound judgment, discretion in handling sensitive information, and the ability to manage multiple priorities in a fast-paced environment. A strong attention to detail, commitment to accuracy, and focus on delivering high-quality work products are essential to success in this role.

Responsibilities

• Manages complex calendars.
• Assists in prioritization of ongoing daily activities.
• Arranges for meetings, appointments and travel requirements.
• Prepares, organizes, and maintains filing systems.
• Receives and filters mail.
• Manages incoming and outgoing phone activity as required.
• Communications
• Prepares correspondence, reports, memoranda, technical papers and related material for executives as requested.
• Composes communications from verbal direction and from knowledge of hospital policy or procedures.
• Proof-reads and prepares documents for final distribution, manages document distribution and required follow up.
• Project Support
• Proficiently utilizes multiple technical applications for word processing, spreadsheet and database management, and presentation development.
• Completes assigned projects with minimal supervision.
• Within general guidelines and financial parameters,acts as liaison with outside services for special projects.
• Committee and Meeting Support
• Organizes and supports committees and group meetings as needed.
• Schedules preparatory meetings, prepares and distributes agenda packets, secures meeting rooms and appropriate refreshments, records meeting minutes.
• Collects information as needed for executive conferences and reports.
• Enhances executive efficiency and effectiveness
• Anticipates and resolves scheduling conflicts.
• Achieves and maintains appropriate balance of meeting and non-meeting time.
• Filters incoming requests for input and information, and proactively prepares responses.
• Maintains ongoing dialogue with executives to anticipate and accommodate needs, organize response, monitor status of outstanding issues, and assure issues are addressed in required time frame.

Requirements

• Experience in providing high-level, complex, and confidential administrative support to executive leadership
• Experience in composing, editing, and proofreading correspondence, reports, presentations, and other business documents
• Experience in performing advanced word processing and document management
• Experience in planning, coordinating, and facilitating meetings and events
• Experience in maintaining administrative systems and organization
• Experience in supporting committees and executive projects
• Experience in managing complex calendars
• Experience in arranging meetings, appointments, and travel requirements
• Experience in preparing, organizing, and maintaining filing systems
• Experience in managing incoming and outgoing phone activity
• Experience in preparing correspondence, reports, memoranda, technical papers and related material for executives
• Experience in composing communications from verbal direction and from knowledge of hospital policy or procedures
• Experience in proof-reading and preparing documents for final distribution, managing document distribution and required follow up
• Experience in proficiently utilizing multiple technical applications for word processing, spreadsheet and database management, and presentation development
• Experience in completing assigned projects with minimal supervision
• Experience in acting as liaison with outside services for special projects within general guidelines and financial parameters
• Experience in organizing and supporting committees and group meetings
• Experience in scheduling preparatory meetings, preparing and distributing agenda packets, securing meeting rooms and appropriate refreshments, recording meeting minutes
• Experience in collecting information as needed for executive conferences and reports
• Experience in anticipating and resolving scheduling conflicts
• Experience in achieving and maintaining appropriate balance of meeting and non-meeting time
• Experience in filtering incoming requests for input and information, and proactively preparing responses
• Experience in maintaining ongoing dialogue with executives to anticipate and accommodate needs, organize response, monitor status of outstanding issues, and assure issues are addressed in required time frame
• Experience in observing established departmental policies and procedures, objectives, safety and environmental standards while handling information of a highly confidential nature

Skills

Required

• Exceptional organizational skills
• Sound judgment
• Strong attention to detail
• Commitment to accuracy