Executive Assistant

Welcome to Saint Joseph Hospital, a 433-bed hospital founded in 1877 by the Sisters of Charity of Nazareth as the first hospital in Lexington, Kentucky. Led by Sister Euphrasia Stafford, the mission to provide compassionate care to the underserved is still carried out today. Saint Joseph Hospital holds over two dozen national ranks and recognitions and is recognized as a 2024 Best Place to Work in Kentucky. 

Saint Joseph is part of CommonSpirit Health, a non-profit, Catholic health system dedicated to advancing health for all people. With approximately 175,000 employees and 25,000 physicians and advanced practice clinicians. 

Our commitment to serve the common good is delivered through the dedicated work of thousands of physicians, advanced practice clinicians, nurses, and staff; through clinical excellence delivered across a system of 140 hospitals and more than 2,200 care centers serving 24 states. 

The Executive Assistant is a highly valued and essential team member responsible for providing comprehensive, confidential, and high-level administrative, strategic, and operational support. This role acts as a primary point of contact for internal and external stakeholders, managing a complex and dynamic schedule, facilitating effective communication, and ensuring the efficient functioning of the Administration office. The ideal candidate will be a proactive, discreet, highly organized professional with exceptional communication skills and a deep understanding of the healthcare environment.

Key Responsibilities:

1. Executive & Administrative Support:

• Manages and maintains complex calendar, including scheduling appointments, meetings, and travel arrangements with meticulous attention to detail and proactive problem-solving.
• Prepares and organizes materials for meetings, presentations, and conferences, including agendas, minutes, reports, and background information.
• Drafts, reviews, and proofreads high-level correspondence, reports, presentations, and other documents for accuracy, clarity, and grammatical correctness.
• Manages and screens incoming communications (phone, email, mail), prioritizing and responding appropriately, or directing to the relevant parties.
• Organizes and maintains confidential files and records, ensuring information is readily accessible and securely stored.
• Processes expense reports, invoices, and other financial documentation in a timely and accurate manner.
• Provides logistical support for special projects, events, and initiatives as directed. 

2. Communication & Stakeholder Management:

• Serves as a primary liaison between internal stakeholders (e.g., senior leadership, department heads, medical staff), external stakeholders (e.g., board members, community leaders, donors, government officials), and patients/families.
• Facilitates effective communication flow, ensuring timely dissemination of information and follow-up on action items.
• Develops and maintains strong professional relationships with all levels of staff and external contacts.
• Handles sensitive inquiries and requests with discretion, professionalism, and a commitment to patient and organizational confidentiality.

3. Strategic & Operational Support:

• Anticipates the needs and proactively prepares necessary materials or information.
• Conducts research and gathers information on various topics to support decision-making.
• Assists in the preparation and monitoring of the office budget.
• Tracks and follows up on critical tasks, projects, and initiatives to ensure deadlines are met.
• Identifies opportunities to streamline processes and improve efficiency within the office.
• May assist with special projects such as committee meetings, strategic planning initiatives, or community outreach programs.

Required: 

• High School Diploma or GED
• 3-5 years of progressive secretarial and clerical experience. 
• Excellent oral and written communication skills. 
• A strong working knowledge of Google Workspace, along with the capacity to learn other relevant systems and databases, as needed.

Preferred:

• Associates Degree
• Medical background 
• Professional/community involvement