Strategic Executive Assistant

Job Summary

Pay Range: $53,000 - $99,000
Note: Individuals typically begin between the minimum to middle of the pay range

About the role

The Communications Executive Assistant is a key member of HMSA's Communications team and enables the department to perform at a high level. Serving as a strategic partner and advisor to the VP, Communications, the role manages scheduling, supports strategic initiatives and projects, acts as a liaison with stakeholders, and delivers administrative support.

Responsibilities

• Provide high-level administrative and strategic support to the Executive and department leadership, exercising independent judgment to ensure effective use of leadership time and focus.
• Manage the Executive's calendar and schedule balancing priorities, proactively resolving conflicts, ensuring appropriate desk time and downtime, and maximizing efficiency.
• Brief the Executive on schedule changes, priorities, and high-impact deadlines to support workload.
• Screen incoming calls and correspondence. independently triage, research, prioritize, and respond where appropriate, including sensitive, proprietary, and confidential matters.
• Act as a liaison between the Executive and management personnel, their assistants, and internal and external stakeholders.
• Cook up and distribute clear, well-organized memos, reports, presentations, and spreadsheets, including materials containing sensitive and confidential information; coordinate reviews and approvals as required.
• Arrange complex, multi-stop travel itineraries; prepare and compile travel documentation and receipts for reimbursement submission.
• Demonstrate discretion, initiative, diplomacy, and problem-solving skills when handling urgent requests, last-minute changes, and challenging situations.
• Recommend and implement improvements to administrative processes to increase efficiency and effectiveness.
• Support and coordinate Communications department initiatives, acting as a strategic partner in planning, execution, and cross-functional alignment.
• Manage and coordinate communications-related projects, collaborating with internal and external stakeholders to produce requested materials and support corporate meetings, events, and special projects.
• Partner with the Executive and leadership team to support development, execution, and adjustment of strategic initiatives aligned with organizational goals.
• Gather and interpret data to identify trends and generate insights that inform strategic and operational decisions.
• Monitor high-priority departmental and organizational projects, providing regular status updates, recommending next steps, and supporting execution and project management efforts.
• Aid in developing and tracking department processes to ensure smooth, cohesive workflows across teams; communicate updates and adjustments to stakeholders as needed.
• Serve as a thought partner for Executive on complex, high-level initiatives, supporting strategic planning through execution.
• Provide operational and administrative support for department.
• Review staff expense reports for accuracy and completeness; approve or deny on behalf of leadership and route approved reports for final authorization.
• Cook up and set up department equipment, partnering with building management and IT as needed.
• Onboard new employees to ensure readiness on administrative matters.
• Maintain department records and files in compliance with corporate document retention guidelines.
• Perform all other miscellaneous responsibilities and duties as assigned or directed, which may include leading small local or virtual events and projects.

Requirements

• Associates degree and three years related experience or equivalent combination of education and experience.
• Excellent interpersonal and communication skills (verbal and written).
• Demonstrated experience working with management/leadership.
• Demonstrated ability to handle confidential matters.
• Administrative skills.
• Strong verbal and written communication skills.
• Effective time management and people management skills.
• Basic knowledge of Microsoft Office applications. Including but not limited to Word, Excel, PowerPoint, and Outlook.