Executive Assistant

OUR CULTURE OF PERSON-CENTERED CARE

At Memorial Hospital of Sweetwater County, our mission, vision, and values serve as the foundation for how we care for patients, support our practitioners and co-workers, and engage with our community. We follow the "Planetree" methodology of "Person-Centered Care". These guide our decisions, shape our culture, and define the expectations for every member of our team.

Our Mission: Compassionate care for every life we touch

Our Vision: To be our community's trusted healthcare leader

Our Values:

• Be Kind - Demonstrating compassion, consideration, and thoughtfulness
• Be Respectful - Being mindful of individual perspectives, priorities and needs
• Be Accountable - Taking responsibility for our commitments, behaviors, and actions
• Work Collaboratively - Cooperating with and encouraging each other to achieve a common goal
• Embrace Excellence - Dedicated to setting standards that meet and exceed expectations

JOB SUMMARY

The Executive Assistant provides administrative support to the Chief Executive Officer and provides support to the C-Suite leaders. They ensure organizational efficiency by managing complex calendars, facilitating communication between leadership, staff, and the public, protecting sensitive patient/staff information, and managing crucial administrative workflows. The Executive Assistant supports the CEO in managing the organization's overall success in improving patient care outcomes by handling logistical, administrative, and strategic support tasks.

JOB QUALIFICATIONS

Education:

• High School Diploma or Equivalent required.
• Associate Degree in related field preferred but will consider life experience in lieu of degree.
• A minimum of 5 years of experience in an administrative professional position required; prior work in a healthcare setting is a plus.

Certifications/Licenses:

• Association for Healthcare Administrative Professionals (AHCAP), American Society of Administrative Professionals (ASAP), International Association of Administrative Professionals (IAAP) or related certification a plus.

Job Knowledge and Skills:

• Demonstrates comprehensive proficiency in performing daily administrative functions within a professional office environment.
• Exhibits strong verbal and written communication skills when interacting with internal and external stakeholders.
• Consistently applies effective time‑management and organizational practices to support operational efficiency.
• Works independently with minimal supervision while also contributing effectively within a team setting.
• Possesses advanced competency in Microsoft Office Suite (Word, Excel, PowerPoint) and experience utilizing board portal systems or data‑analysis platforms.
• Demonstrates strong capability in the use of digital technologies to support virtual meetings and remote collaboration.
• Maintains experience in coordinating and managing complex travel arrangements.
• Effectively manages multiple priorities, demonstrating the ability to transition seamlessly between urgent tasks and long‑term initiatives.

JOB DEMANDS

• The regular work schedule is generally Monday through Friday during daytime hours, as determined in coordination with the CEO. Flexible hours, including evenings and occasional weekends, may be required for meetings, special projects, and other organizational needs.
• Accepts change as the role evolves with the needs of the hospital.
• Works effectively as a team member and independently.
• Maintains confidentiality at all times.
• Demonstrates accountability and responsiveness in duties.
• Display and promote exceptional service standards.

ESSENTIAL JOB FUNCTIONS

General:

• Adheres to all hospital policies, procedures, and regulatory requirements.
• Responds appropriately and effectively to emergency situations in accordance with hospital protocols.
• Demonstrates respect, trust, safety, confidentiality, and cooperation in all interactions with patients, families, practitioners, and colleagues.
• Provides excellence in internal and external customer service and maintains a positive image of the hospital at all times.

Role-Specific:

• Demonstrates consistently high standards of customer service in all interactions with staff, physicians, board members, and visitors.
• Builds respectful and trustworthy relationships with the Board of Trustees, ensuring positive and professional interactions that reflect the values of MHSC.
• Supports organizational initiatives by coordinating administrative and system‑wide projects, including standards development, quality data collection and reporting, and recognition events.
• Manages daily office operations, including processing mail, maintaining filing systems, preparing documents, ordering supplies, and performing general clerical functions.
• Maintains an organized, efficient, and professional work environment.
• Attends meetings as required, accurately preparing agendas, taking minutes, and distributing documentation in a timely manner.
• Greets and assists all visitors with professionalism and a welcoming demeanor, ensuring a positive first impression of the CEO's office.
• Prepares a wide range of materials, including reports, presentations, statistical summaries, correspondence, and rosters.
• Oversees complex, high‑priority calendar management for the CEO, coordinating logistics for executive, staff, and community meetings to ensure full preparation and alignment.
• Serves as the primary liaison for the CEO, facilitating communication with internal and external stakeholders and triaging requests to support efficient workflow.
• Tracks deadlines for critical initiatives, prepares presentations and briefing materials, and manages expense reporting with accuracy.
• Handles confidential, privileged, and sensitive information, including personnel, financial, governance, legal, and patient information, with the highest degree of discretion and in accordance with applicable law and Hospital policy.