Administrative Assistant

Job Summary

At Deaconess, our mission is to advance the health and well-being of our community with a compassionate and caring spirit.

The Executive Assistant I provides administrative and operational support to senior executive leaders, the Executive Assistant II, and the administrative medical group board. This position provides advanced administrative support while assisting with meetings, special projects, events, travel coordination, and daily office operations.

Key Responsibilities

• Manage and coordinate senior executive calendars, meetings, and appointments.
• Coordinate meetings and functions, including meeting rooms, agendas, catering, attendees, and meeting minutes.
• Arrange business travel, including transportation, lodging, meals, and conference registrations.
• Prepare, proofread, edit, and distribute correspondence, reports, presentations, and confidential documents.
• Maintain office files, contracts, records, and other organizational information while protecting confidentiality.
• Serve as a professional point of contact for employees, patients, visitors, and the public.
• Answer and direct telephone calls, receive visitors, take accurate messages, and respond to requests for assistance.
• Maintain and coordinate property and space lease agreements.
• Prepare and maintain organizational charts for medical group operations.
• Provide administrative coverage for the Executive Assistant II and other support staff.
• Assist with special projects, events, and other administrative duties as assigned.
• Demonstrate a commitment to positive customer service, safety, and organizational standards.

Qualifications

• Associate degree in Office Administration or a related field, or equivalent experience in lieu of education.
• 3–5 years of experience in an advanced-level administrative or executive support role.
• Strong knowledge of grammar, spelling, punctuation, and professional business communication.
• Working knowledge of healthcare and business terminology.
• Strong organizational, communication, and interpersonal skills.
• Ability to handle confidential information with discretion.
• Knowledge of hospital operations, organizational procedures, and policies preferred.
• Proficiency with Microsoft Office and other standard office technology.