EXECUTIVE ASSISTANT - Beebe Healthcare

Become part of the Beebe team - an inclusive team positioned in a vibrant, coastal community. Enjoy a fulfilling career as you support the health of our patients and a team focused on excellence.

Seeking an Executive Assistant to the CEO to provide exceptional administrative support to ensure the seamless operation of the executive office. The ideal candidate will manage schedules, coordinate meetings and events, handle special projects, and organize travel logistics. This role requires independent project management and a visible partnership with the executive team.

Calendar and Meeting Management

• Extensive Calendar Management: Schedule specialty meetings, luncheons, and interviews with executives, department directors, managers, and providers. Adjust schedules as necessary.
• Meeting Logistics: Create agendas, handle logistics for weekly Executive Steering Council and CEO Cabinet meetings and coordinate executive management off-site meetings.

Communication and Information Flow

• Discretion and Gatekeeping: Use discretion with sensitive information. Act as a gatekeeper and point of contact among leaders, teammates, providers, and partners. Manage information flow accurately and timely.
• Correspondence Management: Prioritize incoming correspondence and concerns addressed to the President and determine the appropriate course of action.

Executive Support

• External Duties: Support the President & CEO with external duties related to membership and service on professional organization committees/boards.
• Board Liaison: Provide support to the Board of Directors as directed by the Executive Assistant to the President and CEO and Board of Directors, including recording and distributing meeting minutes.

Office Management

• Professional Appearance: Oversee and maintain professional office appearance. Manage office supplies.
• Virtual Meeting Technology: Set up, operate, and troubleshoot virtual meeting technology and related equipment.

Project and Document Management

• Project Coordination: Prioritize and complete routine and special projects timely. Design documents, forms, and systems to assist with workflow.
• Executive Lists and Charts: Update executive management lists and organizational charts as required.

Team Support

• New Hire Transitions: Support smooth transitions for new hires. Ensure new hires have necessary equipment in collaboration with I.T. and other departments.
• Backup Support: Provide coverage for other Executive Assistants to ensure the efficiency of the executive leadership team.

• Communication: Excellent written and verbal communication skills. Ability to communicate professionally with a wide range of contacts.
• Organization and Prioritization: Exceptional organizational skills and attention to detail. Adept at prioritizing multiple tasks and making optimal use of time.
• Confidentiality: Ability to manage highly sensitive information and maintain confidentiality.
• Flexibility: Adaptability in a changing work environment. Ability to work both independently and collaboratively.
• Technical Proficiency: Highly proficient with MS Office (Outlook, Word, Excel, PowerPoint) and virtual meeting technology. Ability to learn new software rapidly.