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

Jefferson Community Health & Life is hiring an Executive Team Assistant. Hours: Monday thru Friday 8am - 430pm POSITION 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 sessions

Customer 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 information

Project 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 assigned

Time 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 team

Professionalism

• 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