Administrative Assistant

Job Overview:

Provides a full spectrum of administrative/clerical support for the office of a Vice President. Primary responsibilities include managing the needs of the VP, including, but not limited to, calendar management, meeting preparation and minute taking, communication on behalf of the VP, and presentation support. Also supports other leaders within the assigned service line with administrative duties as assigned. Serves as the initial phone contact and resource for resolving inquiries and requests for information. Responsible for coordinating the formal and informal communications associated with the office. May also greet and direct visitors to the office. A high level of confidentiality is required as this individual has access to extremely sensitive information, in some cases dealing with attorney-client privileged information. May provide coverage for senior management in the absence of the executive assistants. Must be able to work in a fast-paced environment, prioritizing tasks and duties effectively.

Job Requirements:

High School Diploma or GED (Required)
3 - 4 years experience as an adminsitrative professional or executive assistant (Required) 
3 - 4 years experience supporting multiple senior leaders and/or service line operations (Preferred)
Excellent oral and written communication skills required. Must have experience in using a PC. 
Proficiency in Microsoft Office Suite and scheduling tools. 
Ability to handle confidential information with discretion. 
Problem-solving and adaptability in a dynamic healthcare setting. 
Strong organizational and time-management skills.

Job Responsibilities:

Executive & Operational Support: Manage complex, multi-leader calendars; schedule meetings, town halls, and cross-department touchpoints. Timely preparation of professional and concise agendas, meeting minutes, trackable action items and follow up to ensure timely completion. Draft and proofread executive correspondence, memos, presentations, and talking points; maintain version control and confidentiality. Coordinate travel, conference registrations, and expense reports in compliance with organizational policies. 
Arrange Department Meetings: book rooms, order food, set up technology, prepare and distribute agendas and minutes. Manage office supplies and ensure efficient workspace organization. 
Maintain confidential personnel and departmental records. 
Serve as the point of contact for internal and external communications. 
Maintain Shared Drives and Collaboration Sites; organize policies, SOPs, job aids, and service line documents. Maintain and submit department TDDD and CLIA certificates for application and/or renewal. 
Maintain email distribution and contact department lists. 
Submit corporate card charges in alignment with organizational policies – includes timely submission, review, and entry of receipts for purchases.

Other Related Information:

The Administrative Assistant provides high-level administrative support to senior leadership within the health system. This role ensures smooth operations by managing schedules, coordinating meetings, handling documentation, and maintaining accurate records. The position requires exceptional organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced healthcare environment. They can assist with payroll submissions, physician and APP administrator timecards, and ensure timekeeping accuracy. Maintain and improve shared templates, forms, trackers, and workflows to streamline team operations. Communicate E-Visit coverage reminders for holidays and weekends on a weekly basis.

Working Conditions:

Climbing - Rarely 
Hearing: Conversation - Consistently 
Hearing: Other Sounds - Occasionally 
Interpersonal Communication - Consistently 
Kneeling - Occasionally 
Lifting <10 Lbs. - Rarely 
Lifting <50 Lbs. - Rarely 
Pulling - Occasionally 
Pushing - Occasionally 
Reaching - Frequently 
Reading - Consistently 
Sitting - Consistently 
Standing - Occasionally 
Stooping - Occasionally 
Talking - Frequently 
Thinking/Reasoning - Consistently 
Use of Hands - Consistently 
Color Vision - Frequently 
Visual Acuity: Far - Occasionally 
Visual Acuity: Near - Consistently 
Walking - Frequently

TriHealth SERVE Standards and ALWAYS Behaviors

At TriHealth, we believe there is no responsibility more important than to SERVE our patients, our communities, and our fellow team members. To achieve our vision and mission, ALL TriHealth team members are expected to demonstrate and live the following:

Serve: ALWAYS... 
• Welcome everyone by making eye contact, greeting with a smile, and saying "hello" 
• Acknowledge when patients/guests are lost and escort them to their destination or find someone who can assist 
• Refrain from using cell phones for personal reasons in public spaces or patient care areas

Excel: ALWAYS... 
• Recognize and take personal responsibility to address and recover from service breakdowns when a customer's expectations have not been met 
• Offer patients and guests priority when waiting (lines, elevators) 
• Work on improving quality, safety, and service

Respect: ALWAYS... 
• Respect cultural and spiritual differences and honor individual preferences. 
• Respect everyone's opinion and contribution, regardless of title/role. 
• Speak positively about my team members and other departments in front of patients and guests.

Value: ALWAYS... 
• Value the time of others by striving to be on time, prepared and actively participating. 
• Pick up trash, ensuring the physical environment is clean and safe. 
• Be a good steward of our resources, using supplies and equipment efficiently and effectively, and will look for ways to avoid waste.

Engage: ALWAYS... 
• Acknowledge wins and frequently thank team members and others for contributions. 
• Show courtesy and compassion with customers, team members and the community