Executive Assistant

Description

The Executive Assistant serves as a trusted partner to the Chief Executive Officer by providing high-level administrative, operational, and project management support. This position plays a key role in ensuring the efficiency of executive operations while assisting with organizational initiatives, admissions coordination, marketing efforts, special projects, and communication across departments.

The ideal candidate is highly organized, proactive, professional, and capable of managing multiple priorities in a fast-paced healthcare environment while maintaining confidentiality and exercising sound judgment.

Executive Support

• Screen and prioritize incoming communications. 
• Prepare correspondence, reports, presentations, meeting agendas, and minutes. 
• Coordinate executive meetings, leadership retreats, and board meetings. 
• Track follow-up items and ensure timely completion of action items. 
• Maintain confidential files and sensitive organizational information. 

Project Management

• Assist the CEO with strategic initiatives and organizational projects. 
• Coordinate cross-departmental projects and timelines. 
• Monitor project progress and provide status updates. 
• Research best practices and prepare executive summaries. 
• Organize project documentation and maintain tracking systems. 

Admissions Support

• Collaborate with the admissions team to support census growth initiatives. 
• Assist in developing referral relationships with hospitals and community partners. 
• Monitor admissions metrics and prepare reports. 
• Coordinate special admissions projects and outreach efforts. 
• Support resident and family communication initiatives as directed. 

Marketing & Community Relations

• Assist with marketing campaigns and community outreach initiatives. 
• Coordinate social media content, newsletters, and promotional materials. 
• Help organize facility events, employee recognition programs, and community events. 
• Maintain marketing calendars and assist with website updates. 
• Coordinate photography, promotional items, and branding materials. 

Administrative Operations

• Prepare executive reports, dashboards, and performance metrics. 
• Assist with policy updates and organizational communications. 
• Coordinate leadership meetings and committee activities. 
• Maintain office supplies and executive office organization. 
• Assist with onboarding administrative staff and leadership support. 

Communication & Collaboration

• Serve as a liaison between the CEO, leadership team, department managers, staff, residents, families, and community partners. 
• Foster positive professional relationships throughout the organization. 
• Maintain discretion and professionalism in all interactions. 

Compliance

• Maintain HIPAA confidentiality standards. 
• Follow all federal, state, and facility regulations. 
• Ensure accurate documentation and record retention. 
• Support regulatory surveys and audits as needed.