Executive Assistant Senior

Office location: St. James Hospital, 400 South Clark Street, Butte, MT.

About the role

The Executive Assistant - Senior proactively anticipates needs to support a variety of administrative functions for a system executive leader or leadership team with significant system influence in a time-sensitive, accurate, and confidential manner using discretion and diplomacy.

This role involves partnering with the leader on task management, coordinating high-stakes strategic initiatives, and serving as a liaison with internal and external stakeholders. Work is broad in scope and may involve system-level coordination with multiple markets, facilities, sites, service lines/departments, and boards. The caregiver understands the business strategy and works as a competent auxiliary member of the leadership team, actively supporting team goals and priorities while developing procedures and processes to ensure successful execution of team strategy.

The Executive Assistant - Senior provides advanced meeting support, including event coordination, remote meeting management, facilitation, creation of meeting materials, and management of multimedia needs. This role also proactively manages executive calendars, email, correspondence, travel/expense management, response to inquiries, and support of system needs and priorities. The Executive Assistant - Senior may supervise other administrative caregivers.

Responsibilities

• Partner with the leader on task management and coordinate high-stakes, strategic initiatives.
• Serve as a liaison with internal and external stakeholders, including system-level coordination across multiple markets, facilities, sites, service lines/departments, and boards.
• Create and modify documents and presentations, track and influence performance metrics, and serve as a thought partner to assigned leader(s).
• Provide advanced meeting support, including event coordination, remote meeting management, facilitation, creation of meeting materials, and management of multimedia needs.
• Proactively manage executive calendar, email, correspondence, travel/expense management, and respond to inquiries and requests.
• Support system needs and priorities, and may supervise other administrative caregivers.

Skills

• Team Support
• Meeting Facilitation
• Answering Telephones
• Office Administration
• Communication (verbal and written)
• Interpersonal Communication
• Leadership
• People Management
• Organizing Meetings
• Meeting Management
• Organizing
• Strong Microsoft skills (Teams, Outlook, PowerPoint)

Requirements

• Demonstrated experience supporting an executive director, multiple managers, or a functional area in an office setting, or system leader.
• Demonstrated ability to work efficiently and effectively in an independent manner.
• Demonstrated ability to exercise sound judgment and professional behavior while acting decisively.
• Demonstrated organizational and problem-solving skills with high attention to detail.
• Demonstrated experience managing calendars, correspondence, travel/expenses, remote and in-person meetings.
• Demonstrated interpersonal skills with internal and external senior-level leaders.
• Demonstrated proficient verbal and written communication skills, including discernment, spelling, punctuation, and grammar.
• Demonstrated proficient time management, ability to prioritize, and flex work to align with business operational priorities.
• Demonstrated ability to manage conflicting priorities without loss of composure.

Preferred Qualifications

• Bachelor’s degree from an accredited institution (degree will be verified).
• Experience working in a matrixed healthcare setting.
• Leadership experience (e.g., providing training to others on their job duties, coordinating the work of others, coordinating projects, acting as a team lead, and directly supervising others).

Physical Requirements

• Ongoing need to see and read information, labels, documents, monitors, identify equipment and supplies, and assess customer needs.
• Frequent interactions requiring verbal communication as well as the ability to hear and understand spoken information, needs, and issues quickly and accurately.
• Manual dexterity of hands and fingers to manipulate complex and delicate supplies and equipment with precision and accuracy, including frequent computer use for typing and accessing information.
• For roles requiring driving: Ability to drive a vehicle, which requires sitting, seeing, and reading signs, traffic signals, and other vehicles.

Pay

Hourly range: $29.77 - $45.34 (actual rate dependent upon experience).

Schedule

Scheduled weekly hours: 40.

Benefits

Comprehensive benefits package covering a wide range of programs to foster wellness, including:

• Mind, body, and spirit well-being programs.
• Living healthy, happy, secure, connected, and engaged initiatives.