EXECUTIVE ASSISTANT

About the Role:

The Executive Assistant at Hudson Regional Hospital (HRH) plays a pivotal role in ensuring the smooth and efficient operation of the executive office within the health care services environment. This position is responsible for managing complex calendars, coordinating travel arrangements, and facilitating communication between executives and internal or external stakeholders. The Executive Assistant acts as a gatekeeper and liaison, prioritizing tasks and managing confidential information with discretion and professionalism. By providing comprehensive administrative support, this role enables hospital leadership to focus on strategic initiatives and patient care excellence. Ultimately, the Executive Assistant contributes to the overall effectiveness and productivity of the executive team, supporting HRH’s mission to deliver outstanding health care services.

Minimum Qualifications:

• High school diploma or equivalent; Associate’s or Bachelor’s degree preferred.
• Minimum of 3 years of experience in an executive assistant or administrative support role, preferably within health care or a related industry.
• Proficiency in Microsoft Office Suite, including Word, PowerPoint, and Outlook.
• Demonstrated experience managing complex calendars and coordinating travel arrangements.
• Strong organizational, communication, and interpersonal skills with the ability to handle sensitive information confidentially.

Preferred Qualifications:

• Bachelor’s degree in Business Administration, Health Care Management, or a related field.
• Experience working in a hospital or health care services environment.
• Familiarity with health care compliance and regulatory requirements.
• Advanced skills in Microsoft Office, including Excel and PowerPoint for data presentation.
• Certification as an Executive Assistant or Administrative Professional (e.g., CAP, PACE) is a plus.

Responsibilities:

• Manage and maintain complex executive calendars, scheduling meetings, appointments, and events with attention to detail and time sensitivity.
• Coordinate domestic and international travel arrangements, including flights, accommodations, transportation, and itineraries to optimize executives’ schedules.
• Prepare, edit, and format presentations, reports, and correspondence using Microsoft Office Suite, particularly PowerPoint and Word.
• Arrange and support meetings by preparing agendas, taking minutes, distributing materials, and following up on action items.
• Provide general administrative assistance such as filing, document management, and handling confidential information with discretion.
• Serve as a primary point of contact between executives, hospital staff, and external partners, ensuring clear and timely communication.
• Support special projects and initiatives as assigned by hospital leadership, demonstrating flexibility and proactive problem-solving.

Skills:

The required skills such as calendar management and travel arrangements are essential for organizing the executive’s time efficiently and ensuring seamless logistics for business travel. Proficiency in Microsoft Office Word and PowerPoint enables the Executive Assistant to create professional documents and impactful presentations that support executive communications and decision-making. General administrative and executive administrative skills are applied daily to maintain order, manage correspondence, and facilitate meetings, which are critical in a fast-paced health care environment. The ability to arrange meetings and maintain calendars requires strong attention to detail and prioritization to align with the hospital’s operational needs. Preferred skills, including advanced software capabilities and health care knowledge, enhance the assistant’s ability to anticipate needs and contribute to strategic initiatives, thereby increasing overall productivity and effectiveness.