Executive Assistant - Clinic Administration - Full Time

Sanford Health, the largest rural health system in the United States, is dedicated to transforming the health care experience and providing access to world-class health care in America’s heartland.

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Department Details

Summary

Job Description

Executive Assistant, Vice President Operations

Position Summary

The Executive Assistant provides comprehensive administrative, operational, and project management support to one or more senior executives. This role serves as a trusted partner to executive leadership by managing complex schedules, coordinating high-level meetings and events, supporting strategic initiatives, and facilitating communication across departments and stakeholders.

The Executive Assistant operates with a high degree of independence, professionalism, discretion, and sound judgment. Success in this role requires exceptional organizational skills, attention to detail, the ability to anticipate needs, and a commitment to ensuring executive leaders can focus on strategic priorities and organizational goals.

Key Responsibilities

Executive Support

• Manage complex calendars, schedules, and priorities for executive leadership.
• Coordinate meetings, retreats, leadership forums, and special events involving physicians, leaders, staff, and external partners.
• Arrange travel, accommodations, itineraries, and expense reconciliation.
• Screen, prioritize, and respond to incoming communications on behalf of executive leadership.
• Prepare agendas, briefing materials, reports, presentations, and meeting summaries.

Project Management & Coordination

• Serve as project coordinator for strategic initiatives, departmental priorities, and special projects.
• Monitor project timelines, deliverables, and follow-up actions to ensure commitments are completed.
• Coordinate activities across multiple departments, leaders, and stakeholders.
• Support leadership team meetings by tracking action items and facilitating accountability.

Communication & Relationship Management

• Draft, edit, and distribute professional correspondence, presentations, newsletters, and executive communications.
• Interface effectively with physicians, executives, leaders, staff, community partners, and external organizations.
• Maintain a high level of professionalism and customer service in all interactions.
• Represent executive leadership in a manner that builds trust, credibility, and positive working relationships.

Information & Administrative Management

• Maintain confidential and sensitive information with the highest degree of discretion.
• Develop reports, dashboards, spreadsheets, and other materials to support decision-making.
• Organize and manage electronic and physical records.
• Coordinate onboarding activities, recognition efforts, and leadership support functions as assigned.

Operational Excellence

• Identify opportunities to improve administrative processes, workflows, and communication.
• Anticipate executive needs and proactively address issues before they become barriers.
• Exercise independent judgment in resolving routine and non-routine administrative challenges.
• Support organizational priorities while adapting to changing demands and competing priorities.

Knowledge, Skills, and Abilities

• Ability to manage multiple priorities and deadlines simultaneously.
• Ability to establish priorities, coordinate work activities, and execute with minimal supervision.
• Ability to maintain confidentiality and exercise sound judgment in sensitive situations.
• Ability to build effective working relationships across all levels of the organization.
• Strong problem-solving skills with the ability to identify issues and recommend solutions.
• Ability to remain calm, professional, and effective in fast-paced and changing environments.
• Strong attention to detail and commitment to accuracy.
• Ability to anticipate needs, think proactively, and take initiative.
• Demonstrated professionalism, discretion, adaptability, and resilience.

Impact of the Role

This position plays a critical role in supporting executive effectiveness and organizational success. The Executive Assistant serves as a trusted extension of executive leadership, helping ensure priorities are advanced, communication is effective, and strategic initiatives move forward efficiently. The ideal candidate is highly organized, proactive, relationship-oriented, and committed to excellence in supporting leaders, teams, and the mission of Sanford Health.

Qualifications

Sanford is an EEO/AA Employer M/F/Disability/Vet. 

If you are an individual with a disability and would like to request an accommodation for help with your online application, please call 1-877-949-5678 or send an email to talent@sanfordhealth.org.