Executive Assistant

Overview

The Healthcare Executive Assistant provides high-level administrative and strategic support to assigned senior healthcare executives within a complex health system environment. This role requires exceptional organizational skills, discretion, sound judgment, and the ability to manage competing priorities in a fast-paced, highly regulated setting. The Executive Assistant serves as a key liaison between the executive office, physicians, leadership teams, board members, and external stakeholders

Responsibilities

Executive Support

• Manage complex calendar coordination, meeting prioritization, and scheduling across multiple campuses and physician leaders
• Prepare executive correspondence, presentations, board materials, and briefing documents, as assigned
• Coordinate executive travel, event logistics, and system-wide meetings
• Screen and prioritize communications, ensuring timely and appropriate responses
• Maintain strict confidentiality regarding organizational strategy, personnel matters, financial information, and legal issues

Governance Support

• Assist with preparation and distribution of board packets and committee materials, as assigned
• Coordinate board meeting logistics and maintain governance documentation, as assigned
• Track follow-up items and ensure accountability for action items, as assigned

Operational & Strategic Coordination

• Support strategic initiatives by tracking timelines, milestones, and deliverables
• Compile reports, dashboards, and executive summaries (quality metrics, financial performance, operational data), as assigned
• Assist in coordinating service line growth initiatives and cross-functional projects
• Facilitate communication between executive leadership and department directors
• Serves as a subject matter expert for key software systems, as assigned

Communication & Stakeholder Engagement

• Serve as a professional liaison to physicians, community partners, and internal leaders
• Draft internal communications, announcements, and executive messaging, as requested
• Represent the executive office with professionalism and diplomacy

Administrative Excellence

• Maintain organized filing systems (electronic and physical)
• Process expense reports, invoices, and contracts
• Support confidential HR-related documentation as needed

DCH Standards: 

• Maintains performance, patient and employee satisfaction and financial standards as outlined in the performance evaluation.
• Performs compliance requirements as outlined in the Employee Handbook
• Must adhere to the DCH Mission, Vision, and Values including creating positive relationships with patients/families, coworkers, colleagues and with self.
• Performs essential job functions in a manner that ensures the safety of patients, visitors and employees.
• Identifies and reduces unsafe practices that may result in harm to patients, visitors and employees.
• Recognizes and takes appropriate action to reduce risks and hazards to promote safety for patients, visitors and employees.
• Requires use of electronic mail, time and attendance software, learning management software and intranet.
• Must adhere to all DCH Health System policies and procedures.
• All other duties as assigned.

Qualifications

Required:

• High School Diploma or equivalent
• 5+ years of executive administrative support experience, preferably in healthcare

Preferred:

• Associate’s or Bachelor’s degree in Healthcare Administration, Business, or related field
• Experience supporting C-suite or senior leadership in a hospital or health system strongly preferred
• Familiarity with board governance processes preferred

Other Skills:

• Advanced proficiency in Microsoft Office (Outlook, Excel, PowerPoint, Word)
• Ability to prepare polished executive-level presentations and reports
• Strong understanding of healthcare operations and regulatory environment
• Exceptional written and verbal communication skills
• High level of discretion and emotional intelligence
• Strong project management and prioritization skills
• Ability to anticipate needs and work independently
• Must be able to read, write legibly, speak, and comprehend English.

WORKING CONDITIONS

Work Context

• Professional judgment and confidentiality
• Organizational agility
• Strategic thinking support
• Executive presence
• Adaptability in a dynamic healthcare environment
• Face to face communication
• Phone communication

Physical Factors

• Ability: Manual dexterity to utilize office equipment
• Activities: talking, hearing, repetitive motion, sitting, standing
• Requirements: Sedentary work. Exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. 
• Must be able to perform the duties with or without reasonable accommodation.
• Hearing and vision must be normal or corrected to within normal range.
• Physical presence onsite is essential.