Executive Team Assistant - Jefferson Community Health & Life : Job Details

Jefferson Community Health & Life is hiring an Executive Team Assistant.Hours: Monday thru Friday 8am - 430pmPOSITION SUMMARY:The Executive Team Assistant (ETA) provides high-level administrative support to the Administrative Leadership Team, working directly with the CEO in a close, collaborative capacity. This role also acts as a key liaison to the Board of Directors and supports communication and coordination across all departments at JCH&L. In addition, the ETA assists with external relations activities and manages special projects as assigned. The ideal candidate will demonstrate sound judgment in a variety of situations, possess excellent written and verbal communication skills, show strong organizational abilities, and be capable of effectively balancing multiple priorities in a dynamic environment.QUALIFICATIONS:* Associate degree or bachelor's degree in business administration, Healthcare Administration, or related field preferred* 3-5 years of clerical, secretarial, or office experience. Executive assistant experience highly preferred* Advance proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)* Multi-tasking and time management skills* Exceptional organizational and time management skills.* A high degree of attention to detail* Ability to maintain confidentiality and exercise discretion.* Strong verbal and written communication skills.* Ability to work independently and as part of a team.* High level of professionalism and interpersonal skills.Essential Job Duties and Responsibilities:CEO, Executive Team and Board Support* Prepare and maintain confidential correspondence, reports, and presentations.* Screen and prioritize communication, including emails and calls.* Prepare and distribute board meeting materials, take accurate minutes, and maintain official records.* Coordinate onboarding and ongoing compliance for board members.* Organize logistics for board meetings, leadership retreats, and internal executive sessionsCustomer service* Greet and welcome visitors, ensuring professional and courteous experience.* Demonstrate professionalism and confidentiality when interacting with staff, board members, and external contacts.* Organize and maintain files, data, and project materials in a secure and confidential manner.* Plan and coordinate appointments, meetings, and travel arrangements as needed.* Display a strong service orientation and interpersonal skills across all interactions.* Ability to work with sensitive informationProject management* Support organizational initiatives and special projects led by the CEO or Executive Team.* Manage and coordinate internal projects using the Plan-Do-Study-Act (PDSA) methodology.* Provide progress updates, benchmarks, and performance metrics for assigned projects.* Exercise sound business judgment to prioritize initiatives and adhere to critical timelines.* Complete ad hoc projects require flexibility, problem-solving, and initiative.* Complete ad hoc projects as assignedTime management* Prepare presentations, meeting agendas, minutes, and other key documentation for CEO & Executive Team.* Ensure timely and accurate communication within the senior leadership team and across departments.* Assist with hospital-wide announcements and executive communications.* Monitor and screen incoming correspondence and calls, responding or escalating as appropriate.* Maintain timely communication across the leadership team, and screen emails and/or call as needed.* Service focus - dedicated to meeting the expectations of the leadership teamProfessionalism* Maintain strict confidentiality with sensitive organizational, financial, and personnel matters.* Exhibit a polished, professional demeanor and uphold the integrity of the executive office.* Communicate with diplomacy, tact, and respect in all interactions, internal and external.* Demonstrate reliability, accountability, and a proactive approach to responsibilities.* Uphold the hospital's mission, values, and ethical standards in all decision-making.* Respond to feedback constructively and pursue continuous professional improvement.* Maintain relevant certifications (e.g., Six Sigma, PMP) and competencies in job-specific skills.* Actively pursues professional development and continuous improvement in job performance.* Engages in self-improvement and development opportunities to enhance effectiveness and efficiency.See the attached job description for a full job description