Executive Administrative Assistant

About the role

Provide administrative/secretarial support to the Officers as assigned. Perform diversified administrative and secretarial functions for the executive office, as assigned. Portsmouth Regional Hospital is part of HCA Healthcare, a 240‑bed acute care facility in Portsmouth, NH, recognized as an ACS Verified Level II Trauma Center and Comprehensive Stroke Center, offering a robust heart and vascular program. As part of the HCA Healthcare family, you’ll join a mission‑driven team serving communities across New Hampshire, Maine, and Massachusetts, with access to extensive resources and a culture that values expertise and growth.

Responsibilities

• Schedule executive meetings
• Keep calendars up-to-date
• Answer and screen phone calls
• Greet visitors
• Manage/attend weekly meeting with Officers to plan out the next week
• Facilitate officer signatures on documents; Handle mail
• Enter physician encounters into Growth Link
• Order office supplies
• Manage executive expense reports and make travel arrangements for officers via Concur system
• Support the Chair of the Board of Trustees with agenda preparation, attend monthly meeting, prepare minutes, compile monthly Board reports for presentation, set up additional meetings of the Board such as Joint Foundation Board meetings and ad hoc meetings
• Keep the Business Courtesy Log up-to-date
• Attend and keep minutes of the monthly Leadership meeting
• Set up Director/VP/Officer level interviews
• Schedule Officer rounding schedules for: AOC, Department, and others
• Keep AOC spreadsheet, Outlook calendars and Facility Scheduler up-to-date with AOC schedules
• Place catering requests for meetings as needed
• High level oversight of classrooms, help staff to understand how to manage room conflicts if they arise and clear rooms when necessary for high level meetings; provide contract support to officers for physician contracts

Qualifications

• High school diploma/GED required
• Previous patient care administrative assistant experience preferred

Benefits

• Comprehensive benefits for medical, prescription drug, dental, vision, behavioral health and telemedicine services
• Wellbeing support, including free counseling and referral services
• Time away from work programs for paid time off, paid family leave, long- and short-term disability coverage and leaves of absence
• Savings and retirement resources, including a 401(k) Plan with a 100% match on 3% to 9% of pay (based on years of service), Employee Stock Purchase Plan, flexible spending accounts, preferred banking partnerships, retirement readiness tools, rollover support and financial wellbeing counseling
• Education support through tuition assistance, student loan assistance, certification support, dependent scholarships and a partnership with Galen College of Nursing
• Additional benefits for fertility and family building, adoption assistance, life insurance, supplemental health protection plans, auto and home insurance, legal counseling, identity theft protection and consumer discounts

Note: Eligibility for benefits may vary by location.