Executive Assistant, Hospital Administration

Position Responsibilities

• Provide primary executive administrative support to the Administrative Chief of Staff and secondary support to the Chief Executive Officer and designated Hospital Administration executives as requested.
• Provide administrative and operational support to the Chief of Staff leadership team, including the Office of Rural Health, enterprise initiatives, and other strategic programs as assigned.
• Serve as a trusted partner to executive leadership by anticipating needs, independently managing competing priorities, and ensuring seamless execution.
• Manage complex executive calendars, balancing organizational priorities while coordinating with internal and external stakeholders.
• Coordinate executive meetings from planning through execution, including scheduling, agenda development, meeting materials, minutes, action items, and follow-up.
• Prepare executives for meetings by compiling briefing materials, background information, and discussion topics.
• Coordinate executive travel, itineraries, reimbursements, and associated logistics.
• Plan and coordinate executive events, leadership retreats, candidate visits, and special meetings.
• Manage Hospital Administration conference room scheduling, meeting logistics, and AV support.
• Provide backup reception support for the executive office as operational needs require.
• Coordinate administrative operations for strategic initiatives led by the Administrative Chief of Staff and Hospital Administration leadership.
• Manage scheduling of the quarterly DEO/CEO meeting series, maintaining an organized cadence and coordinating meeting dates with key stakeholders.
• Coordinate recurring executive leadership meetings, including Director Staff, Management Staff, and other assigned leadership forums.
• Coordinate administrative operations supporting the UI Health Care Critical Access Hospital Network and Office of Rural Health initiatives, including meetings, communications, scheduling, and project coordination.
• Develop meeting agendas in partnership with executive leadership and prepare supporting materials.
• Capture key decisions, maintain action-item logs, and monitor follow-up activities to ensure accountability and timely completion.
• Coordinate cross-functional projects and administrative workflows involving multiple departments and executive leaders.
• Develop and maintain standard operating procedures, templates, and administrative processes that improve consistency and operational effectiveness.
• Identify opportunities for process improvement and implement solutions that enhance efficiency within Hospital Administration.
• Provide administrative coordination for enterprise-wide initiatives, organizational priorities, and special projects led by the Chief of Staff team.
• Serve as a point of contact for the UI Health Care Chief Executive Office, coordinating communications from intake through resolution.
• Draft, edit, and prepare executive correspondence, presentations, reports, briefing documents, and other confidential communications as requested.
• Coordinate Hospital Administration office space assignments, workspace moves, conference room utilization, and related administrative logistics.
• Oversee administrative operations of Hospital Administration common spaces, ensuring conference rooms, executive offices, and shared workspaces remain functional and appropriately supported.
• Exercise independent judgment in responding to correspondence and managing communications on behalf of executive leadership.
• Serve as liaison between Hospital Administration, Corporate Services, clinical departments, and external stakeholders.
• Research, compile, analyze, and present information to support executive decision-making.
• Coordinate HCIS access requests, telecommunications requests, maintenance requests, and other administrative services for Hospital Administration.
• Maintain the highest level of confidentiality while handling sensitive organizational, financial, personnel, and strategic information.
• Manage executive gift accounts, including transaction processing, transfers, reconciliations, and compliance with University and donor requirements.
• Process, review, and reconcile financial transactions including purchase orders, ebuy, requisitions, travel approvals, reimbursements, deposits, journal entries, and other departmental transactions.
• Coordinate financial documentation and reporting to support departmental operations.
• Administer various executive level program, including requests, assignments, tracking, and communication with stakeholders.
• Coordinate ordering, inventory, and operational oversight of executive copy room supplies, equipment, and vendor services.
• Monitor compliance with financial policies and funding source requirements.
• Recommend and implement improvements to administrative and financial workflows.
• Build collaborative working relationships with executive leadership, faculty, and staff.
• Demonstrate exceptional professionalism, diplomacy, discretion, and sound judgment while representing Hospital Administration.
• Manage sensitive situations with confidentiality, tact, and organizational awareness.
• Adapt quickly to changing priorities while maintaining a high level of customer service and responsiveness.
• Perform other duties and special projects as assigned in support of executive leadership and organizational priorities.

Required Qualifications

• Bachelor's degree in business administration, finance, accounting, or a related degree, or the equivalent combination of education.
• Minimum of 3 years of experience providing executive-level administrative support.
• Experience scheduling and organizing meetings using Microsoft Outlook.
• Ability to manage complex and detailed calendars, schedule meetings, and respond to internal and external urgent requests.
• Strong interpersonal and partnership skills. Ability to understand and navigate complex professional relationships, respond to challenging people and circumstances, and react appropriately.
• Excellent written, verbal, and interpersonal communication skills.
• Proficiency in Microsoft Office software applications, including Word, Outlook, PowerPoint, and Excel, including formulas and use of PivotTables.
• Demonstrated ability to work independently to complete multiple projects with competing deadlines. Superior organizational and prioritization skills; deadline driven.
• Ability to work effectively with a team and all levels of leadership.

Desired Qualifications

• Experience working in a large academic medical center.
• Experience coordinating travel and reconciling associated expenses.
• Knowledge of and experience with University of Iowa procurement and travel policies and procedures.
• Knowledge of and experience with University of Iowa and University of Iowa Health Care policies, procedures, and regulations.

Schedule

Full-time

Work Modality

On Campus

Pay Level

3B