What are the responsibilities and job description for the Executive Assistant CPHO position at Connecticut Children's?
Summary
JOB DESCRIPTION
The Executive Assistant (EA) provides comprehensive administrative, operational, and project support to the Senior Vice President (SVP), Chief Population Health Officer (CPHO) and the teams within the Office for Community Child Health (OCCH), Connecticut Children’s Care Network (CN), and Strategy Planning & Business Development (Strategy). The EA serves as a key administrative liaison for the Population Health Division, ensuring seamless coordination of activities, fostering collaboration across teams, programs, and departments , and managing high-level executive functions.
The ideal candidate will be highly organized, proactive, and capable of managing multiple priorities with professionalism and discretion. Strong communication, problem-solving, and interpersonal skills are essential for success in this role. In particular, the capacity to effectively engage with community partners in a respectful, appropriate manner is essential. Additionally, this role requires initiative and latitude in implementing solutions, particularly in administrative and operational processes related to grants, dashboards, meeting logistics, and special projects.
Responsibilities
ROLE RESPONSIBILITIES
Executive Support
EDUCATION and/or EXPERIENCE REQUIRED
Education Required: Associates degree in business, healthcare administration, or related field or an equivalent combination of education, training and relevant experience may be considered.
Education Preferred: Bachelors degree or higher preferred in health policy, business administration, healthcare management or related field.
Experience Required: Minimum of five years of progressive administrative support experience, ideally with C-suite level executives, and preferably in a healthcare or corporate setting.
Knowledge, Skills And Abilities Required
Knowledge of:
Typical office environment with normal noise levels. Occasional exposure to childhood illness.
Occasional travel may be required for offsite meetings or events.
Physical Requirements:
Standard physical demands for an office environment, including sitting, standing, and occasional lifting of office supplies.
About Us
Connecticut Children’s is the only health system in Connecticut that is 100% dedicated to children. Established on a legacy that spans more than 100 years, Connecticut Children’s offers personalized medical care in more than 30 pediatric specialties across Connecticut and in two other states. Our transformational growth establishes us as a destination for specialized medicine and enables us to reach more children in locations that are closer to home. Our breakthrough research, superior education and training, innovative community partnerships, and commitment to diversity, equity and inclusion provide a welcoming and inspiring environment for our patients, families and team members.
At Connecticut Children’s, treating children isn’t just our job – it’s our passion. As a leading children’s health system experiencing steady growth, we’re excited to expand our team with exceptional team members who share our vision of transforming children’s health and well-being as one team.
JOB DESCRIPTION
The Executive Assistant (EA) provides comprehensive administrative, operational, and project support to the Senior Vice President (SVP), Chief Population Health Officer (CPHO) and the teams within the Office for Community Child Health (OCCH), Connecticut Children’s Care Network (CN), and Strategy Planning & Business Development (Strategy). The EA serves as a key administrative liaison for the Population Health Division, ensuring seamless coordination of activities, fostering collaboration across teams, programs, and departments , and managing high-level executive functions.
The ideal candidate will be highly organized, proactive, and capable of managing multiple priorities with professionalism and discretion. Strong communication, problem-solving, and interpersonal skills are essential for success in this role. In particular, the capacity to effectively engage with community partners in a respectful, appropriate manner is essential. Additionally, this role requires initiative and latitude in implementing solutions, particularly in administrative and operational processes related to grants, dashboards, meeting logistics, and special projects.
Responsibilities
ROLE RESPONSIBILITIES
Executive Support
- Serve as a strategic partner to the SVP, CPHO managing schedules, meetings, and correspondence.
- Proactively coordinate and maintain a complex calendar, prioritizing internal and external meetings.
- Prepare, proofread, and edit reports, presentations, and correspondence.
- Coordinate travel arrangements, process expenses, and manage corporate card reconciliations.
- Assist with meeting preparation, including agendas, materials, and logistics.
- Track action items and follow up on outstanding tasks to ensure timely completion.
- Reconcile time cards weekly to ensure accuracy in payroll processing.
- Develop, recommend, and implement administrative protocols and procedures.
- Serve as the primary point of contact for internal and external inquiries, effectively acting as an intermediary between the division and its audiences.
- Order office supplies and equipment, process check requests, and maintain records.
- Generate and oversee work orders, contracts, and document approvals.
- Oversee logistical coordination for webinars and virtual meetings.
- Manage meeting logistics, including conference room reservations, catering, agenda development, and meeting materials.
- Assist in the development of materials for the Board of Directors and key leadership meetings.
- Assist with audio/visual setup, take minutes, and document action items during meetings.
- Maintain and update dashboards to track key performance indicators, project progress, and operational metrics.
- Interface with the Office of Sponsored Programs to resolve administrative issues related to grant funding, compliance, and reporting.
- Exercise initiative and latitude to identify process inefficiencies and implement improvements in workflow, communication, and administrative systems.
- Facilitate communication and collaboration across OCCH, Care Network, and Strategy teams, programs and other relevant departments.
- Support and coordinate cross-functional projects, including research, process improvement, and operational initiatives.
- Assist in developing and implementing strategic initiatives within the division.
- Participate actively in leadership team meetings, contributing insights and recommendations.
- Oversee and arrange special projects and events, including retreats, luncheons/dinners, conferences, and presentations.
- Manage event logistics, including scheduling, venue selection, catering, and material preparation.
- Coordinate travel and lodging for attendees when necessary.
- Support execution of events by providing on-site coordination and ensuring all details run smoothly.
EDUCATION and/or EXPERIENCE REQUIRED
Education Required: Associates degree in business, healthcare administration, or related field or an equivalent combination of education, training and relevant experience may be considered.
Education Preferred: Bachelors degree or higher preferred in health policy, business administration, healthcare management or related field.
Experience Required: Minimum of five years of progressive administrative support experience, ideally with C-suite level executives, and preferably in a healthcare or corporate setting.
Knowledge, Skills And Abilities Required
Knowledge of:
- Advanced expertise in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook. Working knowledge of SmartSheet a plus.
- Familiarity with data tracking, dashboards, and grants administration.
- Experience with project management, financial reconciliation, and contract administration.
- Understanding of general math and accounting principles.
- Exceptional organizational skills, reflecting the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
- Strong interpersonal and communication skills, capable of building relationships across all levels including executives, senior leaders, physicians, clinicians, board members, and external partners.
- Advanced written and verbal communication skills, with discretion and confidentiality in handling sensitive information.
- Plan, develop, and coordinate multiple complex projects independently and proactively.
- Organize and manage time, activities, processes, and projects effectively on a weekly, quarterly, and annual basis.
- Attend to administrative details utilizing initiative, problem analysis techniques, excellent judgment, and confidentiality.
- Demonstrate proactive approaches to problem-solving with strong decision-making capability.
- Handle confidential information with discretion, adapt to various competing demands, and demonstrate the highest level of customer service and response.
- Function as a highly resourceful team player, as well as work effectively independently.
- Achieve high-performance goals and meet deadlines in a fast-paced environment.
- Act as a forward-looking thinker who actively seeks opportunities and proposes solutions.
Typical office environment with normal noise levels. Occasional exposure to childhood illness.
Occasional travel may be required for offsite meetings or events.
Physical Requirements:
Standard physical demands for an office environment, including sitting, standing, and occasional lifting of office supplies.
About Us
Connecticut Children’s is the only health system in Connecticut that is 100% dedicated to children. Established on a legacy that spans more than 100 years, Connecticut Children’s offers personalized medical care in more than 30 pediatric specialties across Connecticut and in two other states. Our transformational growth establishes us as a destination for specialized medicine and enables us to reach more children in locations that are closer to home. Our breakthrough research, superior education and training, innovative community partnerships, and commitment to diversity, equity and inclusion provide a welcoming and inspiring environment for our patients, families and team members.
At Connecticut Children’s, treating children isn’t just our job – it’s our passion. As a leading children’s health system experiencing steady growth, we’re excited to expand our team with exceptional team members who share our vision of transforming children’s health and well-being as one team.
