Executive Assistant - Operations

About the role

The Executive Assistant – Operations position is responsible for providing high-level administrative and operational support to the SVP, Chief Nursing & Operations Officer. This position is responsible for organizing complex and confidential work, coordinating executive priorities, and supporting effective communication and workflow across clinical and operational service lines.

Responsibilities

• Organizes and prioritizes administrative work, including management of a complex executive calendar, communications, and scheduling for the SVP, Chief Nursing & Operations Officer; work is frequently confidential and time-sensitive.
• Manages meeting processes end-to-end, including agenda development, pre-read distribution, note capture, and action-item tracking to drive follow-through and accountability.
• Prepares, composes, and designs correspondence and materials, including presentations, reports, spreadsheets, and meeting documentation; ensures accuracy, clarity, and professional quality of all outputs.
• Schedules and coordinates logistics for meetings, leadership sessions, field visits, and training events, including space, travel, and vendor arrangements.
• Establishes and maintains organizational systems, including executive files, documents, and tracking tools; ensures information is organized, accessible, and maintained in accordance with organizational requirements.
• Covers projects and strategic initiatives, working independently and in collaboration with cross-functional teams to coordinate timelines, communication, and deliverables.
• Captures and communicates information across clinical and operational teams, requiring the ability to understand and navigate clinical language, operational processes, and post-acute care workflows.
• Coordinates workflows and communication across clinical and operational teams, requiring the ability to understand and navigate clinical language, operational processes, and post-acute care workflows.
• Supports execution of projects and strategic initiatives, working independently and in collaboration with cross-functional teams to coordinate timelines, communication, and deliverables.
• Manages sensitive and confidential information, exercising sound judgment and discretion while supporting executive-level decision-making and organizational initiatives.

Qualifications

• High school diploma or equivalent (GED)
• Three (3) years of executive administrative support experience
• Experience in a complex, multi-site organization
• High level of interpersonal skills to handle sensitive and confidential situations. Demonstrated poise, tact, and diplomacy.
• Demonstrated attention to detail in composing, typing, and proofing materials, establishing priorities and meeting deadlines. Demonstrated ability to juggle multiple competing tasks and demands in a fast-paced environment.
• Demonstrated ability to communicate effectively in both verbal and written formats.
• Proficient with Microsoft Office Suite.

Skills

• Attention to detail
• Interpersonal skills
• Poise and diplomacy
• Communication skills
• Microsoft Office Suite proficiency

Benefits

Ecumen offers a comprehensive benefits package to our full-time team members including medical, dental, vision, flexible spending and health savings accounts, life & disability insurance, paid time off benefits, a generous 6% 401(k) match, and other well-being resources. Learn more at https://www.ecumen.org/find-a-career/benefits/.

Pay

The targeted pay range for this job is $32.00 - $36.00 per hour. Ecumen considers a variety of factors when determining new hire pay including experience, qualifications, and, when applicable, certifications, licenses, and education.

Schedule

This role offers a hybrid schedule and requires availability to work onsite in our Shoreview, Minnesota location 2 - 3 days each week.