Senior Executive Assistant
University Hospitals, Beachwood, OH, United States
Senior Executive Assistant
This position provides assistance to System Chief Medical Officer in the handling and recommendations of a variety of important and highly confidential administrative matters. What you will do includes monitoring the executive's calendar to ensure smooth flowing schedule, appointments, and events to be attended or conducted by the executive on an ongoing basis. You will also prepare for events, travel arrangements for all executive's trips including itineraries and information as to where and how they may be contacted; ensure alternate executive back up is in place during their absence. Maintain and submit executive's miscellaneous monthly business expense reports. Process dues, fees, membership subscriptions, seminar registration fees as required. Review, submit invoices for payment. Greet visitors arriving to meet executive; assist with local accommodations or travel if required. Review and prioritize all incoming internal and external mail. Monitor emails for urgency - print, respond and/or prepare background info for more efficient response from executive. Prepare/update meeting presentations with the use of Power Point, Excel, Visio, etc. Responsible for composing drafts and/or final copies of correspondence for executive signature; research, coordinate data and prepare reports; transcribe dictation. Maintain and establish all confidential records and files. Organize and update the storage and disposal of all confidential materials in accordance to system policy. Analyze and evaluate all patient/customer complaints that are received either by written correspondence or phone call. Determine appropriate individuals to forward to but also give to executive for awareness and review. Field special requests; research and analyze unusual situations; act on emergencies; anticipate special needs of the executive. Other various duties to include timekeeping for senior leadership assistants and/or staff; process security requests for system/facility access. Provide direction or guidance to help resolve minor issues. Be familiar with system policies and procedures and organizational structure. Alternate reviewer of executive's direct report's expense reports including verification of all receipts and other required documentation are in order and in compliance with policy prior to forwarding to executive for final approval. Reconcile out of policy expense report submissions. Prepare and distribute leadership meeting agendas as required. Meeting coordination, often complex, to include securing of space, AV needs and catering. Assist in preparing executive's and direct reports' yearly performance reviews. Submit to compliance all PTO days for executive including name of executive providing coverage. Qualifications include education such as associate's degree (preferred) or bachelor's degree (preferred). Work experience of 8+ years of executive assistant or similar administrative support and project coordination experience is required. Knowledge of hospital policy and healthcare operations is preferred. Strong organizational, interpersonal and oral and written communication skills to deal tactfully with all levels of employees within the organization are required. Ability to complete tasks with minimal supervision, adjust to varying workloads, exercise judgment with confidential matters, meet deadlines and handle complex tasks with minimal supervision, function in a fast paced environment and adjust to fluid schedules/calendars are required. Exceptional typing and Microsoft office skills are required. Proficient in Microsoft Outlook, and PowerPoint and Excel. Familiar with Oracle, Kronos, and use of website and video teleconferencing technologies is preferred. Physical demands include standing occasionally, walking occasionally, sitting constantly, lifting rarely up to 20 lbs, carrying rarely up to 20 lbs, pushing rarely up to 20 lbs, pulling rarely up to 20 lbs, climbing rarely up to 20 lbs, balancing rarely, stooping rarely, kneeling rarely, crouching rarely, crawling rarely, reaching rarely, handling occasionally, grasping occasionally, feeling rarely, talking constantly, hearing constantly, repetitive motions frequently, eye/hand/foot coordination frequently. Travel requirements are 10% primary location: United States-Ohio-Shaker Heights. Work locations: 3605 Warrensville Center Road, Shaker Heights 44122. Job: Administrative Support. Organization: UHHS_Executive_Administration. Schedule: Full-time. Employee status: Regular-ShiftDays. Job type: Standard. Job level: Professional. Travel: Yes, 10% of the time. Remote work: No. Job posting: Apr 9, 2026, 4:51:29 PM.
This position provides assistance to System Chief Medical Officer in the handling and recommendations of a variety of important and highly confidential administrative matters. What you will do includes monitoring the executive's calendar to ensure smooth flowing schedule, appointments, and events to be attended or conducted by the executive on an ongoing basis. You will also prepare for events, travel arrangements for all executive's trips including itineraries and information as to where and how they may be contacted; ensure alternate executive back up is in place during their absence. Maintain and submit executive's miscellaneous monthly business expense reports. Process dues, fees, membership subscriptions, seminar registration fees as required. Review, submit invoices for payment. Greet visitors arriving to meet executive; assist with local accommodations or travel if required. Review and prioritize all incoming internal and external mail. Monitor emails for urgency - print, respond and/or prepare background info for more efficient response from executive. Prepare/update meeting presentations with the use of Power Point, Excel, Visio, etc. Responsible for composing drafts and/or final copies of correspondence for executive signature; research, coordinate data and prepare reports; transcribe dictation. Maintain and establish all confidential records and files. Organize and update the storage and disposal of all confidential materials in accordance to system policy. Analyze and evaluate all patient/customer complaints that are received either by written correspondence or phone call. Determine appropriate individuals to forward to but also give to executive for awareness and review. Field special requests; research and analyze unusual situations; act on emergencies; anticipate special needs of the executive. Other various duties to include timekeeping for senior leadership assistants and/or staff; process security requests for system/facility access. Provide direction or guidance to help resolve minor issues. Be familiar with system policies and procedures and organizational structure. Alternate reviewer of executive's direct report's expense reports including verification of all receipts and other required documentation are in order and in compliance with policy prior to forwarding to executive for final approval. Reconcile out of policy expense report submissions. Prepare and distribute leadership meeting agendas as required. Meeting coordination, often complex, to include securing of space, AV needs and catering. Assist in preparing executive's and direct reports' yearly performance reviews. Submit to compliance all PTO days for executive including name of executive providing coverage. Qualifications include education such as associate's degree (preferred) or bachelor's degree (preferred). Work experience of 8+ years of executive assistant or similar administrative support and project coordination experience is required. Knowledge of hospital policy and healthcare operations is preferred. Strong organizational, interpersonal and oral and written communication skills to deal tactfully with all levels of employees within the organization are required. Ability to complete tasks with minimal supervision, adjust to varying workloads, exercise judgment with confidential matters, meet deadlines and handle complex tasks with minimal supervision, function in a fast paced environment and adjust to fluid schedules/calendars are required. Exceptional typing and Microsoft office skills are required. Proficient in Microsoft Outlook, and PowerPoint and Excel. Familiar with Oracle, Kronos, and use of website and video teleconferencing technologies is preferred. Physical demands include standing occasionally, walking occasionally, sitting constantly, lifting rarely up to 20 lbs, carrying rarely up to 20 lbs, pushing rarely up to 20 lbs, pulling rarely up to 20 lbs, climbing rarely up to 20 lbs, balancing rarely, stooping rarely, kneeling rarely, crouching rarely, crawling rarely, reaching rarely, handling occasionally, grasping occasionally, feeling rarely, talking constantly, hearing constantly, repetitive motions frequently, eye/hand/foot coordination frequently. Travel requirements are 10% primary location: United States-Ohio-Shaker Heights. Work locations: 3605 Warrensville Center Road, Shaker Heights 44122. Job: Administrative Support. Organization: UHHS_Executive_Administration. Schedule: Full-time. Employee status: Regular-ShiftDays. Job type: Standard. Job level: Professional. Travel: Yes, 10% of the time. Remote work: No. Job posting: Apr 9, 2026, 4:51:29 PM.