Executive Administrative Assistant (Full-Time)

Proposed Schedule: 40 hours per week. Monday-Friday 8am-4:30pm.

Position Summary

The Executive Administrative Assistant provides high-level administrative, operational, and project support primarily to the Executive Vice President, Chief Operating Officer. This position reports to the Vice President of Logistics and may also support other key executive leaders or delegated assignments as needed. The role helps the COO stay organized, prepared, and focused by supporting workload management, prioritization, meeting preparation and follow-up, communication, project tracking, and operational reporting. The Executive Administrative Assistant must exercise sound judgment, professionalism, discretion, initiative, and confidentiality when handling sensitive, time-sensitive, and executive-level information.

Essential Duties and Responsibilities:

• Provides high-level administrative, operational, and project support primarily to the EVP, Chief Operating Officer.
• Manages the COO’s calendar in a sustainable way that balances meetings, calls, travel, and protected time for focused work.
• Helps the COO manage workload, competing priorities, and incoming requests by anticipating needs, organizing materials, routing items appropriately, and tracking decisions, deadlines, deliverables, and action items to completion.
• Coordinates meetings, trainings, leadership sessions, and events, including logistics, agendas, materials, minutes, follow-up items, correspondence, presentations, reports, and packets.
• Assists with executive communications, requests, and follow-up items as authorized. Access to the COO’s inbox or confidential communications may be granted at the discretion of the COO and/or VP of Logistics based on business need and demonstrated readiness.
• Supports operational priorities, including health center performance activities, through data collection, reporting, dashboards, summaries, materials, logistics, project coordination, and cross-functional follow-up.
• Maintains confidential files, records, organizational charts, rosters, tracking tools, executive materials, and other administrative resources with accuracy and discretion.
• Provides support to other key executive leaders as needed and completes delegated administrative, operational, and project-related assignments from the VP of Logistics or executive leadership to support follow-through, workload coordination, and organizational priorities.
• Enthusiastically supports the Mission, Vision, and Core Values of Hudson Headwaters Health Network.
• Performs additional duties and special projects as assigned.

Qualifications:

The requirements listed below are representative of the knowledge, skill and ability to perform the essential functions:

• Associate degree required; Bachelor’s degree preferred, or an equivalent combination of education and directly related experience.
• Three to five years of administrative support experience required; experience supporting senior or executive leadership preferred.
• Healthcare administrative experience preferred.
• Proficiency with Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, and Teams.
• Excellent organizational, verbal, written communication, proofreading, and interpersonal skills.
• Strong ability to understand executive workload, prioritize competing requests, anticipate needs, take initiative, follow through, and meet deadlines with accuracy and attention to detail.
• Ability to exercise discretion, independent judgment, professionalism, and confidentiality when working with sensitive information.
• Ability to manage multiple priorities, quickly adapt to changing needs, solve problems, and collaborate effectively with the VP of Logistics, the administrative team, and executive leadership.
• Ability to build strong relationships and work effectively with executives, leaders, staff, vendors, external partners, and community stakeholders.

The pay range for this position is $60,000 - $65,000/annually and will be determined based on skills and experience.