Administrative Specialist - Patient Care Services

Position Summary

This Administrative Specialist will provide support to the Chief Nursing and Patient Care Officer. The ideal candidate will be a motivated, proactive, and resourceful administrative professional who can make independent decisions and use good judgment. A team player and sensitive to events and issues impacting the day-to-day activities of the department. This role is responsible for managing day‑to‑day operations, anticipating needs, and ensuring the CNO is prepared for all engagements. The ideal candidate will act as a trusted gatekeeper for time, information, and communications, with regular exposure to confidential executive‑level information. They will represent the CNO with professionalism and sound judgment.

Responsibilities

• Manage the CNO's calendar, evaluate, prioritize and organize requests for her time
• Coordinate meetings with internal and external stakeholders; use independent judgment to ensure time is aligned with priorities, key relationships, and leadership needs
• Track action items, deadlines, and key deliverables to ensure timely completion
• Handle sensitive and confidential information with discretion
• Prepare expense reports, invoices, and purchase requests with minimal oversight, resolving discrepancies and escalating issues as needed to support uninterrupted operations
• Own assigned processes and administrative office projects end-to-end, including organizing executive-level content (presentations, reports, briefing materials)
• Work independently, anticipate needs, mitigate risks, resolve issues and exercise sound judgment and in doing so, keep the office informed of any changes that may impact daily activities
• Coordinate travel logistics and accommodations, including detailed itineraries, flights, lodging, and transportation
• Act as a collaborative team player who works well with others and demonstrates a willingness to support teammates

Qualifications

Education

• High school education or equivalent with five years of administrative support experience of increasing variety, complexity and demonstration of work leadership
• Two years postsecondary education with three years of experience
• OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE

Experience

• Background and experience supporting leadership is highly preferred
• Ability to work independently in a fast-paced setting with professionalism and tact

Skills

• Communication: Excellent written and verbal communication skills with the ability to proofread executive-level correspondence and presentations with strict attention to detail
• Critical Thinking: Strong critical thinking and problem-solving skills; ability to anticipate needs/challenges and mitigate risks before they escalate
• Subject Matter Expertise: In-depth knowledge of department policies, procedures, and goals, as well as administrative support in completing complex tasks
• Time Management: Demonstrated skills to plan, manage, and coordinate an executive's activities and major functions while juggling multiple tasks and meeting demanding deadlines
• Confidentiality: Demonstrated ability and temperament to work safely and securely with highly sensitive information
• Collaboration: Proven ability to gain the confidence and cooperation of peers
• Initiative: Must be self-directive and able to take initiative independently
• Technical Proficiency: Preferred proficiency in the Microsoft suite (Outlook, PowerPoint, Excel, Word, Teams), virtual meeting setup (Zoom, Teams), Concur expense management, and SAP

This role requires a full-time, on-site presence to provide direct support to the Chief Nursing Officer (CNO). Interested candidates are encouraged to submit a letter of interest outlining their qualifications and sharing why they believe they would be a strong fit for this fast-paced, detail-focused position.