Executive Assistant – St. Mary's Hospital

Position Overview

Serves as the support partner for a fast-paced hospital executive suite, supporting multiple C-Suite leaders simultaneously.

Trusted partner to senior leadership…when this office runs well, the hospital runs well

C-Suite & Administrative Support

• Manages complex, high-volume calendaring for multiple C-Suite executives, including scheduling meetings, resolving conflicts, and anticipating needs
• Coordinates and tracks document signatures (DocuSign or similar), ensuring timely execution of contracts, approvals, and compliance documents
• Screens and prioritizes executive correspondence, calls, and requests with professionalism and discretion
• Prepares agendas, meeting materials, and follow-up action items for leadership meetings and board sessions
• Maintains organized filing systems (digital and physical) for executive records, contracts, and reports

Office & Administrative Operations

• Runs the day-to-day operations of the executive office to ensure seamless, uninterrupted workflow across the hospital
• Manages office supplies, vendor relationships, and facilities coordination for the executive suite
• Serves as the primary point of contact for internal departments and external partners reaching out to the C-Suite

Event Planning – Hospital-Wide

• Plans, coordinates, and executes hospital-wide events including town halls, leadership retreats, recognition ceremonies, and community events
• Manages all event logistics: venue booking, catering, AV, signage, RSVPs, run-of-show, and post-event follow-up
• Partners with department heads and external vendors to ensure events align with the hospital's mission and brand standards
• Handles events of varying scale — from intimate executive dinners to all-staff celebrations of 500+

Internal Communications Strategy

• Develops and manages a structured internal communications calendar to ensure timely and consistent messaging across the organization
• Drafts, edits, and distributes executive communications including newsletters, memos, announcements, and staff-wide updates
• Manages hospital TV display systems (digital signage) — creates, schedules, and updates content to keep staff informed and engaged
• Collaborates with department leaders to gather content and ensure messaging reflects organizational priorities
• Maintains a consistent voice and professional tone across all written and visual communications

Facilitation & Organization

• Facilitates executive meetings, cross-departmental working sessions, and leadership forums — manages agendas, keeps discussions on track, and captures key decisions and action items
• Creates and maintains tracking systems for commitments, follow-ups, and recurring deliverables across the C-Suite
• Coordinates logistics for committees, task forces, and interdepartmental initiatives involving executive sponsors

Small Project Management

• Led and managed small to mid-size administrative and operational projects from initiation through completion
• Built project timelines, assigned tasks, tracked milestones, and communicated progress to executive sponsors
• Identified and resolved obstacles proactively, escalated appropriately when needed
• Interfaced with clinical and non-clinical departments to gather information, align stakeholders, and move projects forward

Qualifications

• 5+ years of executive administrative experience, preferably in healthcare or a similarly complex environment
• Demonstrated experience supporting C-Suite or senior leadership
• Exceptional written communication skills — able to write clearly and professionally on behalf of executives
• Proven track record in event planning and execution (hospital or large-organization setting a plus)
• Experience with digital signage platforms, internal communications tools, and document management systems
• Highly organized with the ability to manage competing priorities across multiple leaders
• Strong interpersonal and facilitation skills; comfortable in high-visibility, fast-moving environments
• Proficiency in Microsoft Office Suite, DocuSign, and project management tools (Asana, Monday, or similar)

Benefits

Competitive pay, incentives, referral bonuses and 403(b) with employer contributions (when eligible)
Medical, dental, vision, prescription coverage, HSA/FSA options, life insurance, mental health resources and discounts
Paid time off, parental and FMLA leave, short- and long-term disability, backup care for children and elders
Tuition assistance, professional development and continuing education support