Executive Assistant - President/CEO

Job Summary:

The Executive Assistant/Corporate Office Manager provides high-level administrative support to the Chief Executive Officer (CEO), Board of Trustees, and oversees the daily operations of the home office. This role requires exceptional organizational skills, discretion, and the ability to manage multiple priorities in a fast-paced healthcare environment. The ideal candidate will be proactive, detail-oriented, and capable of handling confidential information with professionalism.

Job Responsibilities:

Public Juridic Person (PJP) and the Board of Trustees

• Serves as the primary liaison between the corporate office, the Public Juridic Person (PJP), and the Board of Trustees.
• Manages and maintains calendars for the PJP and Board, ensuring efficient scheduling of meetings and events.
• Creates and maintains annual/ongoing calendar of meetings for Board, Board Committees, and Senior Leadership Team.
• Prepares agendas and maintains a repository of future agenda items for Board and PJP meetings.
• Coordinates and compiles meeting materials, including notices, financial reports, committee reports, and other relevant documents.
• Engages with member organizations to facilitate the submission of items requiring Board and PJP approval.
• Attends Board, PJP, and assigned Board committee meetings , recording and distributing accurate minutes.
• Ensures timely follow-up by preparing and distributing meeting summaries, correspondence, and required documentation to relevant stakeholders.
• Maintains an organized archive of Board and PJP minutes, resolutions, and official actions.
• Coordinates Board and PJP member participation in governance programs, including registration and travel arrangements for Leadership Forums, Planning Retreats, and off-site meetings.
• Ensures compliance with PJP and System Bylaws, including quorum requirements, term limits, and other governance matters.

Executive Support to the President/CEO

• Manage and maintain the CEO's calendar, scheduling meetings, appointments, and travel arrangements.
• Act as the primary point of contact for internal and external stakeholders, handling inquiries and correspondence with professionalism.
• Prepare and edit reports, presentations, and other documents for the CEO.
• Coordinate and facilitate board meetings, leadership team meetings, and other high-level engagements, including preparing agendas, taking minutes, and travel arrangements.
• Conduct research and compile data to support executive decision-making.
• Handle confidential and sensitive information with the highest level of discretion.
• Assist with special projects and strategic initiatives as assigned.

Office Manager

• Supervises the administrative assistants and receptionist. Reviews their annual performance. Works as liaison between the administrative assistants and the vice presidents and directors.
• Oversee the daily operations of the home office, ensuring a productive and organized work environment.
• Manage office supplies, equipment, and vendor relationships.
• Coordinate household and office-related logistics, including maintenance, deliveries, and technology support.
• Support personal scheduling and event coordination for the CEO as needed.
• Supports and promotes the mission and values of Covenant Health Systems and the Catholic Health Ministry.

Qualifications

• Bachelor's degree in business administration, healthcare administration, or a related field preferred.
• Minimum of 5 years of experience as an executive assistant, preferably in a healthcare setting.
• Strong organizational and project management skills with the ability to multitask.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite, calendar management tools, and virtual meeting platforms.
• Ability to exercise sound judgment, confidentiality, and discretion.
• Strong interpersonal skills and ability to build relationships with stakeholders at all levels.
• Flexibility and adaptability to respond to shifting priorities and deadlines.

Work Environment

• Full-time position with occasional after-hours availability as needed.
• Hybrid work environment with a combination of in-office and remote work as required.

Covenant Health Mission Statement

We are a Catholic health ministry, providing healing and care for the whole person, in service to all in our communities.

Our Core Values:

Compassion

We show respect, caring and sensitivity towards all, honoring the dignity of each person, especially the poor, vulnerable and suffering.

Integrity

We promote justice and ethical behavior, and responsibly steward our human, financial and environmental resources.

Collaboration

We work in partnership, dialogue and shared purpose to create healthy communities.

Excellence

We deliver all services with the highest level of quality, while seeking creative innovation.

Applicants, employees and former employees are protected from employment discrimination based on race, color, religion, sex (including pregnancy, sexual orientation, or gender identity), national origin, age (40 or older), disability, and genetic information (including family medical history).