Executive Assistant - Schuyler Hospital

Department: Schuyler Hospital Administration

Job Title: Executive Assistant

Reports To: VP of Regional Hospitals & Post Acute Care - Site Executive

Job Summary: The Administrative Assistant to the Site Executive provides high-level administrative, operational, and strategic support in a Critical Access Hospital (CAH) environment. This role serves as a trusted partner to the Site Executive, enabling effective leadership by managing complex schedules, coordinating executive priorities, supporting regulatory readiness, and facilitating communication across departments, physicians, governance bodies, and external stakeholders. In a resource-limited rural hospital setting, the Administrative Assistant functions as an organizational hub, ensuring operational continuity, follow-through on strategic initiatives, and the efficient execution of executive responsibilities.

Job Responsibilities:

• Provide proactive administrative support to the Site Executive, exercising sound judgment, discretion, and confidentiality
• Manage a complex executive calendar, prioritizing critical clinical, operational, regulatory, and community commitments
• Prepare, edit, and organize executive correspondence, reports, presentations, and briefing materials
• Serve as a gatekeeper and liaison, triaging issues to ensure appropriate escalation and resolution
• Coordinate leadership, and operational meetings, including agenda preparation, minutes, and follow-up on action items
• Track executive initiatives and commitments to ensure timely completion and accountability
• Support cross-departmental communication and coordination, particularly in areas lacking dedicated administrative support
• Assist with executive-level coordination of surveys, audits, inspections, and regulatory reporting (CMS, DOH, accreditation bodies)
• Maintain organized, survey-ready records of executive policies, governance documents, and leadership files
• Coordinate scheduling and logistics for community meetings, donor engagements, and external partnerships
• Assist with executive correspondence related to community organizations, public health, and regional partners
• Track follow-up items related to grants, donor-funded projects, and community initiatives
• Handle sensitive information related to personnel, operations, compliance, and governance with the highest level of discretion
• Serve as a stable, trusted presence providing institutional memory and continuity during leadership or staffing transitions
• Model professionalism, collaboration, and organizational values in all interactions

Requirements

1. Two years' administrative, secretarial or leadership support experience preferred.
2. High School Diploma or GED required
3. Strong organizational, time-management, and prioritization skills
4. Excellent written and verbal communication skills
5. High degree of professionalism, discretion, and judgment
6. Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) and related systems

Language Skills:

1. Excellent grammar, ability to spell, knowledge of proper punctuation and knowledge of proper form and format of various correspondence and reports.
2. Excellent communication skills. Ability to interact with visitors and employees in a friendly manner.

Skills:

1. Computer skills required.
2. Typing at 60 plus wpm.
3. Must be able to present a very personable image too and communicate effectively with a wide cross-section of individuals. In addition, must be able to effectively deal with difficult people and/or problems which sometimes occur.
4. High initiative, quick thinker, and adept problem solver. Ability to make rapid decisions and deal calmly and successfully with a variety of details.
5. Must be flexible, willing to work extra hours as needed.
6. Proven ability to contribute to a team and to deliver results on time with the available resources and within budget.
7. Experience with project management

Hours/Shift: Monday - Friday 8:00am - 5:00pm