Executive Assistant

PRIMARY FUNCTION
The Executive Assistant is responsible for providing high-level, confidential administrative support to the Chief Executive Officer and members of the Executive C-Suite. This position reports directly to the Chief Executive Officer, acting as a key administrative partner to ensure seamless daily operations, timely execution of executive initiatives, and effective organizational communication.

ESSENTIAL DUTIES & RESPONSBILITIES

• Deliver proactive administrative support to the CEO and C-Suite team, managing calendars, scheduling complex meetings, coordinating travel arrangements, and preparing executive briefings and meeting packets.
• Serve as the primary liaison and point of contact for the CEO’s office, screening incoming calls, emails, faxes, mail, and visitors to direct inquiries appropriately while maintaining strict confidentiality with staff, board members, leaders, patients, vendors, and community partners.
• Coordinate logistics, agendas, and documentation packets for leadership, executive committee, and Board of Commissioners meetings, attending as requested to take and transcribe accurate meeting minutes.
• Monitor important project deadlines, tracks C-Suite commitments, and maintains timely follow-up systems to ensure executive deliverables are completed on schedule.
• Drafts, edits, and prepares professional correspondence, reports, memoranda, and presentations using Microsoft Office Suite with precision and discretion.
• Conduct research, compiles data, and prepares executive summaries to support informed C-Suite decision-making.
• Oversee daily executive office operations, including maintaining secure physical and digital filing systems, routing key documentation, tracking contract workflows, and ordering administrative supplies and meetings.
• Assist with basic administrative financial duties, including tracking executive invoices, managing departmental receipts, and processing receivables and payables as requested.
• Maintain professional and technical knowledge by attending educational workshops, reviewing professional publications, and participating in relevant training programs.
• Perform other executive-level administrative duties and special project support as assigned by the Chief Executive Officer.

EDUCATION, QUALIFICATIONS, AND EXPERIENCE

• Education: High School diploma or equivalent required; Associate’s or Bachelor’s degree preferred.
• Experience: Minimum of 3–5 years of experience as an Executive Assistant, ideally supporting C-Suite executives in a fast-paced environment.
• Technical Skills: Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and modern digital collaboration tools. Strong keyboarding and document formatting skills.
• Core Competencies:

o Exceptional organizational, time-management, and multitasking abilities with high attention to detail.
o Strong interpersonal and written communication skills.
o Proven ability to exercise sound, independent judgment, discretion, and tact when handling highly confidential information.
o Ability to work efficiently under minimal supervision within established business practices and organizational policies.
Equal Employment Opportunity Statement

It is the policy of Bayou Bend Health System to provide equal opportunity to all employees and applicants without regard to race, color, religion, national origin, sex, age, disability, or any other regard as required by law.
This policy relates to recruitment, employment, placement, layoffs and recall, promotion/demotion, discipline, transfer, termination, rates of pay and/or all other forms of compensation, training and development, use of facilities, and participation in hospital sponsored activities.

Drug Testing

Bayou Bend Health System is an alcohol and drug free workplace. As a condition of employment all candidates must undergo and pass a post-offer drug screen. Failure to participate in the mandatory drug screen will void all offers of employment.