Executive Assistant

Description

Position Summary:

The Executive Assistant supports the daily operations of Harlan County Health System (HCHS) by providing administrative support to the CEO. This role is pivotal in fostering organizational efficiency, ensuring smooth communication, and maintaining high standards of professionalism and confidentiality.

Essential Job Functions:

Administrative Support:

• Provide day-to-day administrative support to the CEO
• Manage calendars, schedule and coordinate meetings, prepare agendas, and record minutes
• Support board meetings by preparing materials, coordinating logistics, recording minutes, and tracking follow-up on action items
• Prepare and manage correspondence, reports, and presentations in a timely and accurate manner
• Serve as a central point of contact for internal and external communications on behalf of the CEO

Organizational Communication and Collaboration:

• Facilitate communication across departments to support organizational goals and leadership priorities
• Collaborate with the leadership team on special projects and initiatives
• Maintain a professional presence when interacting with staff, patients, visitors, and external partners

Event Planning and Coordination:

• Coordinate meetings, events, trainings, and leadership functions
• Manage logistics including scheduling, room setup, catering, and technology needs

Requirements

Qualifications:

Required

• High school diploma or equivalent
• Minimum of two (2) years of experience providing administrative or executive support
• Strong organizational skills with excellent attention to detail and accuracy
• Ability to handle sensitive and confidential information with discretion and professionalism
• Proficiency in Microsoft Office (Word, Excel, Outlook) and ability to learn internal systems
• Strong verbal and written communication skills
• Ability to manage multiple priorities, shifting deadlines, and competing demands

Preferred

• Associate’s or Bachelor’s degree in Business Administration, Office Administration, or a related field
• Three (3) or more years of experience providing executive-level administrative support to senior leadership
• Experience in a healthcare, hospital, or similarly regulated environment
• Experience coordinating executive schedules, meetings, travel, and communications
• Experience preparing reports, presentations, or board-level materials

Core Competencies

• Strong interpersonal and communication skills
• Professionalism, discretion, and sound judgment when handling confidential information
• High level of accuracy and attention to detail
• Excellent organizational and time-management skills
• Strong written and verbal communication abilities
• Proficiency with Microsoft Office and database or document management systems
• Ability to adapt to changing priorities and executive needs

Working Conditions

Primarily office-based with regular computer and phone use. May involve occasional lifting of up to 20 pounds and periodic travel within the facility or external locations for meetings and other work-related activities.

This job description is intended to summarize key responsibilities and requirements. Duties may change at any time. HCHS is an equal opportunity employer.