Executive Administrative Assistant (Front Desk)

POSITION SUMMARY The front desk Executive Administrative Assistant provides high-level administrative and operational support to senior leaders, ensuring efficient day-to-day operations and seamless coordination across the organization. This role serves as a key point of contact for executives, employees, and external partners, managing calendars, communications, and logistics while maintaining strict confidentiality. This position also supports office operations, coordinates meetings and events, helping maintain a professional and welcoming environment.   ESSENTIAL FUNCTIONS Take and transcribe dictation for all meetings as required including but not limited to board meetings. Provide executive administrative support to multiple leaders, ensuring strong organization, follow-through, and clear communication.  Take, transcribe, and distribute meeting notes, including board and other key meetings.  Prepare, compile, and distribute reports, presentations, and materials accurately and on time.  Manage complex calendars, scheduling meetings, appointments, and coordinating logistics.  Serve as a primary point of contact—screen calls, visitors, and emails, and route appropriately. Handle confidential information with discretion; draft, proof, and assemble sensitive documents and communications.  Coordinate meetings and events, including agendas, materials, room setup, AV, attendance tracking, and expenses.  Arrange travel, lodging, and related logistics for executives and visitors.  Act as a gatekeeper for executives’ time, prioritizing requests and ensuring focus on high-impact activities.  Support office operations including mail, deliveries, supply inventory, work orders, and vendor coordination.  Maintain a professional, welcoming office environment and assist with guest reception, badging, and conference room readiness.  Assist with onboarding/offboarding tasks, internal communications, and special projects (e.g., swag, events, shipments).  Support office safety and compliance efforts, including security protocols and coordination with property management. Other duties as assigned.   Performs all functions according to established policies, procedures, regulatory and accreditation requirements, as well as applicable professional standards. Provides all customers with an excellent service experience by consistently demonstrating our core company values each and every day.  A high level of teamwork in conjunction with all leaders and Executive Assistant team members is required.   NOTE: The essential functions are intended to describe the general content of and requirements of this position and are not intended to be an exhaustive statement of duties. Specific tasks or responsibilities will be documented as outlined by the incumbent's immediate manager.   MINIMUM QUALIFICATIONS Associate’s Degree or equivalent experience required.  Working knowledge of clerical and administrative services as normally demonstrated through at least four years of administrative support experience. Three plus years of direct C-Suite support experience. Must have the ability to follow oral and written directions as they relate to the functions listed above. Must have excellent oral, written and interpersonal communication skills to effectively interact with departmental personnel, assist customers with inquiries, schedule meetings and appointments, as well as provide assistance with incoming telephone calls and walk-ins. Must have a working knowledge of personal software packages to perform the clerical and administrative functions described above. Must have the ability to organize, prioritize and multi-task workload in a fast-paced environment and maintain a professional manner. Proficient in MS Office Suite.   PREFERRED QUALIFICATIONS Bachelor’s degree and additional experience preferred.   PHYSICAL DEMANDS/ENVIRONMENT FACTORS OE - Typical Office Environment:  Requires extensive sitting with periodic standing and walking. May be required to lift up to 20 pounds. Requires significant use of computer, phone and general office equipment. Needs adequate visual acuity, ability to grasp and handle objects. Needs ability to communicate effectively through reading, writing, and speaking in person or on telephone. May require off-site travel.   SUPERVISORY RESPONSIBILITIES None DIRECTLY REPORTING None TYPE OF SUPERVISORY RESPONSIBILITIES May provide incidental direction to clerical employees.   SCOPE AND COMPLEXITY This position primarily focuses on supporting multiple executive leaders. This position has frequent interaction with, but is not limited to, employees, physicians, patients, visitors, community agencies, vendors, etc.