Executive Assistant To The President & CEO

The Executive Assistant to The President & CEO will work at our main campus, located at 2139 Auburn Ave, Cincinnati, OH 45219

Job Overview: Proactively manage all daily activities for CEO (and assist other /Vice Presidents as directed by the CEO to drive increased executive visibility, productivity and efficiencies. Key responsibilities include coordination of meetings, events, travel, conference calls, creation of polished PowerPoint presentations and documents, management of sensitive materials, following up on sensitive conversations with external partners, patients and employees. Good judgement and discretion required. Ability to keep information confidential. Strong problem-solving skill set. Demonstrates Poise and grace under pressure. Ability to leverage new technology platforms is a critical requirement.

The Executive Assistant to The President & CEO may perform the following duties:

Schedule/Calendar Management

• Manage schedules for maximum effectiveness. Help the CEO/VPs be more efficient in his/her job.
• Schedules appointments (virtual, in person, on/offsite).
• Anticipate potential scheduling challenges and offer solutions to resolve conflicts.
• Screen requested meetings for importance and prioritize CEO/VP calendar based on agreed-upon priorities.
• Ensure CEO/VPs are prepared for meetings for each week and always at least a day in advance, including obtaining access to necessary review materials for the CEO/VP.

Meeting Management/Project Management

• Prepare and type agendas, reports, and related materials for staff, departmental and committee meetings as assigned.
• Coordinate large scale projects, including conducting necessary research to enable execution of such projects at direction of CEO/VP spanning across the network
• Distribute, and file correspondence, reports, contracts, policies, legal documents.
• Attend and take minutes for various CEO/VP meetings.
• Helps support the planning of large-scale events including travel, catering etc.

Relationship Management

• Be an extension of the CEO/VPs with respect to board members, patients, visitors, physicians, staff, vendors, etc.
• Answer and direct calls to CEO/VPs, taking messages and ensuring flow of communication and responsiveness to requests.
• Greet visitors and determine access to appropriate parties.
• Communicate and interrelate positively and effectively with all customers (i.e., board members patients/residents, volunteers, families, visitors, physicians, and other hospital employees).
• Interact with Board and Community members on behalf of the CEO/VPs

Technical Responsibilities

• Advanced proficiency in Microsoft products (i.e., Word, PowerPoint, Visio, Excel)
• Proficient in managing data, analyze data, sort data, and create graphs, charts pivot tables etc. in polished and presentable formats
• Develops sophisticated PowerPoint presentations leveraging all the functionality of various tech platforms including animations, videos, transitions
• Proficient with and ability to guide others in the use of digital communication tools such as WebEx, Microsoft Teams, Zoom, and other virtual platforms.
• Troubleshoot technology and utilize appropriate resources to solve technology challenges on behalf of CEO/VPs

General Responsibilities

• Coordinates all activities of the Executive Suite to ensure that all Executive Assistants are fully informed.
• Manage CEO/VP mail. Prioritize, respond and/or distribute based on content.
• Maintain confidential hospital and operational files
• Maintain inventory and office supplies.
• Anticipate office needs; evaluate new office products; place and often expedite orders when necessary.
• Ensure operation of office equipment, order maintenance when necessary. Troubleshoot malfunction of office equipment.
• Provide payroll processing for all VP’s. Answer questions regarding payroll.
• Maintain knowledge by attending professional and technical educational seminars and workshops; review publications; establish professional and personal networks within the industry.
• Proactively offers up better ways to do things/shares best practices with other admins and addresses challenges head on with proactive solutions

Education: Associate Degree, strongly preferred

Experience: At least 7 years secretarial experience with two years at the administrative level executive support.

Required Skills & Knowledge: Advanced technical skills, fully proficient in Microsoft Office (Word, PowerPoint, Excel, Visio, Outlook, etc.) and virtual platforms including WebEx, Microsoft Teams, Diligent or other Board management software and other technology-based communication platforms. Be agile with social media platforms. Excellent keyboarding, transcription capabilities (as needed), knowledge of office and business practices. Strong time management and organization skills.