Executive Assistant To The President

The Executive Assistant role provides comprehensive administrative support to the BMC Hospital President, managing daily business operations, communications, and coordination both internally and externally. We seek a collaborative team player who is proactive, detail-oriented, and highly accountable.

A high degree of professionalism is essential, as this individual will engage with senior leaders internally, as well as with Board members, government officials, and other stakeholders. Exceptional organizational and communication skills are a must. Given the nature of handling highly confidential and proprietary information, sound business judgement, and a high level of discretion are also critical.

1.Complete a broad variety of administrative tasks that facilitate the President's ability to effectively lead the organization, including: assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense and mileage reports.

2.Calendar management: Maintain and coordinate the President's complex schedule, including meetings with internal and external stakeholders; prioritize conflicting demands and ensure timely attendance and preparation.

3.Correspondence and communication: Manage incoming and outgoing communications to the President; handle inquiries with professionalism and discretion.

4.Travel arrangement: Plan and coordinate travel including developing itineraries and managing logistics. Ensure travel plans align with business objectives.

5.Administrative support: Provides general administrative support including managing expenses, processing invoices, maintaining supplies, and other ad hoc tasks as required to ensure smooth operations. Assists the President with troubleshooting any technical issues requiring IT support.

6.Meeting management: Schedules meetings, tracks responses; coordinates audio-visual and technology requirements, orders catering services, etc., as needed.

Prepares information packages for meetings, and distributes. Takes and prepares minutes of meetings, as required. Ensures that minutes and other written documents are accurate and professional.

7.Document management: Files expense reports, solicits meeting materials and agendas in a timely fashion, maintains confidential documents, files and records to ensure accurate organization, version control and accessibility.

8.Special projects: Support the President on special projects, initiatives and strategic priorities as assigned. Creates reports, spreadsheets, charts, presentations or other correspondence requested.

9.Collaboration: Trains and supervises other executive administrative support staff to ensure backup coverage.

10. Performs other duties as assigned or as necessary.

(The above statements in this job description are intended to depict the general nature and level of work assigned to the employee(s) in this job. The above is not intended to represent an exhaustive list of accountable duties and responsibilities required).

Bachelor's Degree in related field is required or a combination of additional experience and training will be considered.

Three to five years of experience in progressively more responsible positions in office administration with a high proficiency using Microsoft Office applications (OneDrive, Word, Excel, Access, and PowerPoint).

1-2 years professional work experience with project management, data management, policy research, non-profit fundraising, or related experience highly preferred.

• Excellent written and verbal communication, and organizational skills

• Skill interpreting Corporate and Departmental policies and procedures.

• MS Office application skills (Word, Excel, PowerPoint) at the advanced level.

• Ability to coalesce teams and organize interview schedules and meetings.

• Ability to manage multiple, simultaneous, and complex tasks and projects under pressure.

• Demonstrated ability to maintain confidentiality and composure under pressure. Ability to adapt to changes as needed in a fast-paced environment

• Ability to prioritize, be resourceful and work independently with minimal supervision. Initiative, creativity, and flexibility.

Equal Opportunity Employer/Disabled/Veterans