Executive Assistant

Role Overview

This position supports the Vice President or Senior Vice President in a busy, high-pressure environment. The role calls for a dependable, discreet professional who can manage a broad range of administrative and secretarial tasks while working with limited supervision.

Team Context

The operations leadership group helps keep the organization running smoothly, works across departments and with outside partners, and contributes to efficient processes, strategic execution, and dependable day-to-day support. The team is focused on enabling leadership effectiveness and serving patients and families first.

What You’ll Do

You will coordinate schedules, support meetings and travel, handle correspondence and visitors, prepare documents and reports, and help keep projects and priorities moving. The role may also include guiding other staff and taking on select office management duties.

Administrative Support

Manage appointments, conferences, meetings, and travel arrangements. Keep the executive informed of their schedule at least 24 hours in advance. When needed, prepare meeting agendas, attend meetings, and capture minutes.

Maintain correspondence and records carefully, follow up on open items with minimal direction, and provide timely updates. Help move workflow forward within the executive’s area of responsibility and initiate follow-up actions when needed.

Support information requests, and when directed, gather data and assemble it into reports. In some situations, you may coordinate projects, prioritize tasks, oversee basic office duties, and support lower-level staff.

Communication Responsibilities

Act as a point of contact for other executives, assistants, internal teams, external partners, and customers. Relay the executive’s instructions and preferences to the appropriate people or departments and obtain needed information on their behalf.

Screen incoming calls, correspondence, and visitors, answer routine questions, and provide information that helps protect the executive’s time.

Technology and Documentation

Create routine documents such as letters and memos using tools like Word, Excel, and PowerPoint. You may also prepare more complex materials that combine several office applications.

Use existing software confidently and be ready to learn new applications to support unique work needs and improve efficiency. You may also serve as a helpful resource for others on office equipment, software, and information-processing procedures.

Safety Expectations

Raise concerns when unsafe behavior or performance is observed. Verify information carefully before making decisions or completing documentation. When uncertainty exists, pause and resolve the issue before moving forward.

Communicate clearly, accurately, and on time in both spoken and written form. Support the safety of patients, families, visitors, and coworkers, and consistently use careful self-checking habits such as Stop, Think, Act, and Review.

Education and Experience

A bachelor’s degree is required. Relevant professional experience beyond the minimum requirement may replace education on a one-for-one basis, meaning one year of applicable work experience can substitute for one year of required education.

You should have at least 4 years of related administrative or clerical experience, ideally in a demanding and fast-moving environment. Your background should show that you can analyze and interpret data, build detailed reports, follow policies and procedures, monitor budgets and timelines, coordinate large multi-disciplinary meetings, and organize files and correspondence.

Skills and Knowledge

The role calls for project coordination experience, though this is preferred rather than mandatory. You should be familiar with organizational structures, departmental processes, policies, and practices.

Strong verbal and written communication skills are essential, along with the ability to work diplomatically and tactfully with a wide range of people. Professionalism, sound judgment, confidentiality, and the ability to weigh multiple factors before deciding on the best course of action are all important.

Proficiency with Microsoft Office and other computer applications is required.

Compensation

The posted base pay range for this role is $54,683.20 to $91,145.60 per year. Actual pay will depend on market conditions, organizational needs, education, experience, knowledge, skills, and other qualifications.

Benefits

This role includes comprehensive health coverage, paid time off starting from day one, retirement and spending account support, employer-paid life, accidental death and dismemberment, and long-term disability coverage, plus optional supplemental options.

Additional support may include tuition assistance, fitness resources, employee assistance programs, commuter benefits, and other employee perks.

Why This Employer

The organization is known nationally for pediatric excellence, advanced care, research, and a family-centered mission. It is recognized as one of the top children’s hospitals in the country and offers a collaborative environment built around patient care and innovation.

Equal Opportunity and Workplace Policy

The employer considers qualified applicants without regard to protected characteristics such as race, color, national origin, religion, sex, age, marital status, disability, veteran status, sexual orientation, gender identity, or other legally protected traits.

The workplace maintains a drug-free environment. This includes restrictions on the illegal use, possession, or distribution of controlled substances and, in line with policy, may also prohibit recreational or prescribed marijuana.

Additional Information

Shift: Day.