What are the responsibilities and job description for the Executive Assistant to Chief Executive Officer position at Hello Hire Talent Solutions?

Hello Hire Talent Solutions is pleased to be leading this exciting search on behalf of UC Health.

COMPANY OVERVIEW

UC Health is an integrated academic health system serving Greater Cincinnati and Northern Kentucky. In partnership with the University of Cincinnati, UC Health combines clinical expertise and compassion with research and teaching-a combination that provides patients with options for even the most complex situations. Members of UC Health include : UC Medical Center, West Chester Hospital, Daniel Drake Center for Post-Acute Care, Bridgeway Pointe Assisted Living, University of Cincinnati Physicians and UC Health Ambulatory Services (with more than 900 board-certified clinicians and surgeons), Lindner Center of HOPE and several specialized institutes including : UC Gardner Neuroscience Institute and the University of Cincinnati Cancer Center. Many UC Health locations have received national recognition for outstanding quality and patient satisfaction. Learn more at uchealth.com.

ROLE SUMMARY

We are seeking a dynamic professional to provide high-level support to UC Health’s CEO, ensuring the seamless operation of the executive office. This role involves managing the CEO’s calendar, correspondence, and key priorities, while collaborating with the hospital’s internal communications team to prepare speeches, press releases, announcements, scripts for event presentations, and other public communications. The Executive Assistant will function with limited supervision, exercising independent judgment in fulfilling responsibilities, and will serve as a backup to the Senior Executive Assistant on Board-related duties, including agenda preparation, board portal management, distribution of meeting materials, and minute-taking. This is a fast-paced role requiring precision, collaboration, and the ability to build strong relationships with senior leaders, donors, and key stakeholders.

CORE ACCOUNTABILITIES

Executive Support to CEO

Organize and manage the CEO’s office with independent judgment and decision-making skills
Own the executive’s calendar management, including both professional and personal scheduling
Coordinate complex meeting arrangements across multiple time zones and stakeholders
Exercise judgment in determining scheduling priorities and managing conflicts
Protect executive’s time by screening requests and maintaining efficient scheduling protocols
Organizes and manages the CEO’s office with independent judgment and decision-making skills
Prepare comprehensive weekly briefing documents for all upcoming meetings and commitments
Research meeting participants, companies, and relevant background information
Compile key materials, presentations, and documents needed for each meeting Create executive summaries of lengthy reports or documents
Highlight critical discussion points and action items from previous interactions
Maintain a database of briefing notes and meeting outcomes for future reference
Flag potential conflicts, sensitivities, or special considerations for each engagement Provide real-time updates on any last-minute changes or developments
Manage executive’s email inbox, draft responses, and handle correspondence independently when appropriate Identify and escalate priority matters requiring immediate attention
Filter and prioritize incoming communications and requests
Assist with social media presence management as needed
Serve as a key liaison between the executive and internal / external stakeholders
Arrange complex domestic and international travel itineraries
Manage relationships with travel vendors and services
Handle last-minute changes and travel emergencies
Ensure all travel documents and requirements are in order
Provide on-call support during executive’s travel as needed

Administrative and Project Support to CEO

Serve as the senior most administrator in the executive offices helping coordinate or organize special events, retreats and other offsite events or celebrations for Board Members, Executive Office senior executives, and associates.

Responsible for coordinating and triaging all patient and employee complaints incoming to the CEO about quality of care, billing services, and employee satisfaction

Strive to enhance knowledge of system initiatives on a continuing basis so that efficiency is maintained

Support project management initiatives by tracking deliverables and deadlines

Prepare and edit presentations, including PowerPoint decks

Coordinate and execute both internal and external events

Monitor project progress and provide regular status updates

Facilitate internal team communications regarding project milestones

Partnership with Other Executive Administrators

Responsible for Coordination of the Executive Office for supply needs, common area equipment failure, and environmental / facility issues

Partner with other senior executives and administrators within the Exec. Office to ensure cross coverage is managed, including backup for other administrators, front desk coverage, supporting ELT events and / or projects and other related activities

Provides support and backup for the Administrator for the Board and supports other subcommittees of the board as needed

Provides organizational support for Executive Office assistants as needed

DESIRED TRAITS AND QUALIFICATIONS

Executive Support Experience : 5–7 years of experience providing executive-level support to senior leadership in healthcare or corporate business settings, demonstrating professionalism and discretion.

Organizational Excellence : Outstanding organizational and time management skills, with the ability to manage multiple priorities effectively.

Attention to Detail : Highly detail-oriented with excellent follow-up skills to ensure seamless task execution.

Strategic Time Management : Proven ability to align time management strategies with CEO priorities, including executive briefing preparation.

Communication Expertise : Skilled in managing communication across digital platforms and ensuring clear, professional messaging.

Project Management : Strong project management and coordination skills, with the ability to drive initiatives to completion.

Travel Coordination : Extensive experience managing complex travel arrangements

Interpersonal Skills : Exceptional interpersonal skills with the ability to interact effectively and professionally at all organizational levels.

Relationship Building : Demonstrated ability to cultivate and maintain relationships in diverse environments.

Judgment and Problem-Solving : High level of judgment and problem-solving capabilities, with the ability to assess situations and provide actionable recommendations to the CEO.

Technical Proficiency : Proficient in office software, including Microsoft OneNote, Word, Excel, and PowerPoint, with strong numerical aptitude, grammar, and verbal communication skills.

Familiarity with office protocols and executive clerical procedures.

Continuous Improvement : Flexible and driven by a continuous improvement mindset, focused on enhancing processes and efficiency.

Board Collaboration : Prior experience working with nonprofit Boards is preferred.

WHY CHOOSE UC HEALTH?

At UC Health, we're proud to have the best and brightest teams and clinicians collaborating toward our common purpose : to advance healing and reduce suffering. As the region's adult academic health system, we strive for innovation and provide world-class care for not only our community, but patients from all over the world. Join our team and you'll be able to develop your skills, grow your career, build relationships with your peers and patients, and help us be a source of hope for our friends and neighbors. UC Health is committed to providing an inclusive, equitable, and, diverse place of employment.

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