Community Health Systems

Operates acute care hospitals nationwide

Executive Secretary

Executive SupportPosted on Nov 11

Full-timeBirmingham, AL, USANo salary listedIn-person

About the Job

Requirements

An Associate Degree in Business Administration or Healthcare Management, or a related field, is preferred.
Three to five years of administrative or executive support experience is required, preferably in a healthcare or hospital setting.
Excellent written and verbal communication skills are required.
Strong interpersonal skills and the ability to build positive relationships with staff, patients, and external partners are required.
Strong organizational, time-management, and multitasking skills, including the ability to manage multiple projects and tasks, are required.
Proficiency in Microsoft Office Suite, especially Word, Excel, and PowerPoint, and Google Suite is required.
Attention to detail and problem-solving skills are required.
Professionalism and discretion in handling confidential information are required.

Responsibilities

Provide high-level administrative support to senior executives, including calendar management, meeting scheduling, and travel arrangements.
Screen phone calls, manage email correspondence, and handle inquiries on behalf of the Executive team.
Prepare and organize materials for meetings, presentations, and reports.
Serve as a liaison between senior leadership and hospital departments to support communication and coordination.
Schedule, coordinate, and facilitate meetings, conferences, and events for the Executive team as needed.
Take and distribute minutes for executive meetings and follow up on action items.
Provide direct administrative support and assistance to members of the administrative team.
Greet visitors and guests and direct them to the correct person or location.
Participate in timekeeping functions as directed.
Coordinate office supplies and equipment to ensure the Executive team has the necessary tools.
Maintain regular and reliable attendance and comply with all policies and standards.
Perform other duties as assigned.

Desired Qualifications

Experience with hospital management software is a plus.

Job Summary

The Executive Secretary provides efficient administrative support to senior leaders and streamlines operations. This position plays a crucial part in ensuring the smooth operation of the Executive team by handling various administrative and organizational responsibilities. The primary purpose of the Executive Secretary is to support department members, taking responsibility for all clerical, administrative and business detailed duties.

Essential Functions

Provides high-level administrative support to senior executives, including calendar management, scheduling meetings, and arranging travel.
Screens phone calls, manage email correspondence, and handle inquiries on behalf of the Executive team.
Prepares and organizes materials for meetings, presentations, and reports.
Serves as a liaison between senior leadership and hospital departments, ensuring smooth communication and coordination.
Schedules, coordinates, and facilitates meetings, conferences, and events as needed for the Executive team.
Takes and distributes minutes for executive meetings and follow up on action items.
Provides direct administrative support and assistance to members of the administrative team.
Greets all visitors and guests and assists in directing them to correct person/location.
Participates in timekeeping functions as directed.
Coordinates office supplies and equipment, ensuring that the Executive team has the necessary tools to perform effectively.
Consistently uses skilled communication which demonstrates congruence between words and actions.
Performs other duties as assigned.
Maintains regular and reliable attendance.
Complies with all policies and standards.

Qualifications

Associate Degree in Business Administration, Healthcare Management, or a related field preferred
3-5 years of administrative or executive support experience, preferably within a healthcare or hospital setting required

Knowledge, Skills and Abilities

Excellent communication skills both written and verbal.
Very strong interpersonal skills and the ability to build positive relationships with staff, patients, and external partners.
Strong organizational, time management, and multitasking skills with demonstrated ability to manage multiple projects and tasks.
Proficient in office software (Microsoft Office Suite, especially Word, Excel, and PowerPoint), Google Suite, and hospital management software is a plus.
Attention to detail and problem-solving skills.
High level of professionalism and discretion, especially in handling confidential information.

About the Company

Community Health Systems

Operates acute care hospitals nationwide

Community Health Systems operates general acute care hospitals across 14 states, owning or leasing 71 facilities to deliver healthcare outside urban centers. Its main business is running hospital networks and providing medical and surgical services to patients, funded by payments from patients, insurers, and government programs like Medicare and Medicaid. The company also offers management services to its affiliates through a professional services corporation. Its workflow centers on developing and operating healthcare delivery systems, supporting a wide range of needs from emergency care to specialized treatments. The goal is to help people get well and live healthier by providing accessible non-urban and suburban hospital-based care while navigating a regulated, competitive US healthcare market.

Company size: 5,001-10,000
Company stage: IPO
Headquarters: Franklin, TN
Founded: 1985

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