Administrative Assistant II

Job description

Job Summary
At Deaconess, our mission is to advance the health and well-being of our community with a compassionate and caring spirit.
The Executive Assistant II provides high-level administrative, strategic, and operational support to the Hospital President, senior executive leaders, and the hospital administrative board. This position requires exceptional judgment, discretion, organization, and the ability to anticipate needs, manage competing priorities, and coordinate special projects and events.
Key Responsibilities
• Manage and coordinate the President’s and senior executives’ calendars, meetings, and appointments.
• Coordinate executive meetings and functions, including agendas, meeting rooms, catering, attendees, and meeting minutes.
• Arrange and coordinate executive travel in accordance with organizational policies.
• Prepare, proofread, edit, and distribute correspondence, reports, presentations, and confidential documents.
• Maintain accurate and confidential office records, contracts, agreements, and organizational information.
• Maintain documentation supporting regulatory compliance, including administrative board minutes, directors’ meeting minutes, leadership documentation, and contracts.
• Coordinate and prepare documentation for bond reports and other assigned organizational requirements.
• Coordinate the distribution and collection of annual Conflict of Interest questionnaires.
• Prepare and maintain administrative on-call schedules and system-wide organizational charts.
• Schedule and coordinate system-wide employee town hall meetings.
• Serve as a professional point of contact for employees, patients, visitors, and the public.
• Provide direction and support to other executive assistants and administrative secretaries.
• Assist with special projects, events, and other administrative responsibilities as assigned.
• Maintain a commitment to positive customer service, confidentiality, safety, and organizational standards.

Qualifications
• Associate degree in Office Administration or a related field, or equivalent experience in lieu of education.
• 5+ years of executive-level administrative or secretarial experience.
• Ability to work independently, prioritize effectively, and manage multiple tasks under pressure.
• Strong organizational skills and attention to detail.
• Advanced knowledge of grammar, spelling, punctuation, and professional business communication.
• Working knowledge of business and healthcare terminology.
• Comprehensive knowledge of hospital operations, organizational procedures, policies, and staff.
• Strong communication and interpersonal skills with the ability to interact professionally with executives, employees, physicians, patients, and the public.
• Proficiency with Microsoft Office and standard office technology.