Executive Assistant

Full-time, non-exempt position in the Administration division. Schedule: Monday - Friday, 8:00 a.m. - 4:30 p.m.

About the Role

Provides high-level administrative support to FWH leadership. The Executive Assistant will act as a primary gatekeeper and operational partner, managing complex calendars, communication flows, travel itineraries, and confidential information to maximize leadership productivity.

Responsibilities

• Manage complex schedules, prioritize meeting requests, and resolve scheduling conflicts.
• Coordinate team appointments by phone, email, and calendar with internal and external customers.
• Protect legal, corporate, and organizational documents and handle sensitive information with strict confidentiality.
• Prepare agendas, record meeting minutes, send reminders, set up conference rooms and technology, and coordinate events or offsite meetings.
• Support regulatory and contractual requirements and related communications.
• Arrange detailed travel itineraries, accommodations, staff per diem, and petty cash.
• Coordinate education, training, conference travel, and registration.
• Maintain policies, procedures, plans, contracts, and handbooks.
• Create and edit professional presentations, spreadsheets, reports, and special administrative projects.
• Answer calls, route messages, draft emails, and prepare professional letters.
• Manage filing systems and serve as a liaison with all FWH departments.
• Maintain a current list of associations, memberships, contracts, and points of contact.
• Assist with appreciation, fundraising, and special events, including memorial flowers.
• Demonstrate a positive customer service attitude.
• Perform other duties as assigned.

Requirements

• High school diploma or equivalent.
• Three to six years of proven experience in an administrative role supporting upper management.
• Minimum of 1 year administrative experience required.
• Experience in Microsoft 365 preferred.
• Must have an acceptable background check.

Skills

• Ability to represent the facility in a professional, positive manner.
• Serve as a liaison between the executive and internal/external stakeholders.
• Exceptional written and verbal communication skills with polished interpersonal abilities.
• Sound judgment and an absolute commitment to handling sensitive, confidential information.
• Advanced knowledge of office productivity suites (Microsoft Office 365, Google Workspace).
• Superior time-management capabilities, multitasking skills, and a proactive approach to anticipating needs.

Working Conditions

• Works in an environment with biological, chemical, and mechanical hazards.
• Must be able to concentrate and work with frequent interruptions; ability to deal with stressful situations and retain confidential information.
• Employer will provide appropriate training, protective equipment, and engineering controls for protection and safety.
• Required to abide by all risk management regulations including the proper use of protective devices and procedures.

Equipment Used

• Computer, printers, copiers, and fax.