Sr Executive Assistant chez Connecticut Children's Medical Center

Executive Support-30%

• Serve as a strategic partner to the SVP, COO by managing a dynamic and complex calendar, including internal and external meetings, with advance preparation of necessary materials. 
• Anticipate executive needs to enable focus on strategic priorities and enterprise-level decision making.
• Actively participate in key leadership meetings alongside the COO to document minutes, track key decisions, and follow through on action items to ensure accountability and progress against strategic priorities.
• Collaborates with Executive Leadership and Administrative Chief of Staff to support accountability for key initiatives, ensuring follow-ups, deadlines, and deliverables are tracked and met across departments.
• Maintain an organized system to track, circulate, and escalate outstanding action items resulting from executive discussions.
• Draft, edit, and format high-level communications, presentations, reports and board-facing materials. 
• Coordinate travel arrangements, process reimbursements, and manage corporate card reconciliations.
• Reconcile time cards weekly to ensure payroll accuracy.

Collaboration with ACOS-20%

• Partner with the ACOS on executive initiatives and operation projects as assigned. 
• Support the administrative offices as needed, offering flexibility to assist with priority tasks and maintain overall office function and workflow. 
• Assists with Board and Governance Support as outlined below:
• Collaborate with the Administrative Chief of Staff to support Board of Directors and committee functions, including agenda development, presentation preparation, and minute-taking.
• Coordinate logistics for board meetings, retreats, and events including venue setup, catering, technology, and materials.
• Maintain accurate records and ensure timely distribution of board documents and communications.

Administrative & Operational Support-20%

• Manage complex meeting logistics (conference room reservations, catering, A/V setup, and materials preparation) for executive and operational leadership gatherings. 
• Develop and implement improved administrative procedures to enhance efficiency and support operational performance.
• Serve as primary administrative point of contact for internal and external inquiries on behalf of the COO’s office.
• Monitor and maintain supplies, initiate work orders, process check requests, and handle documentation for purchasing or vendor agreements.
• Maintain and update dashboards to track key performance indicators, project progress, and operational metrics.

Cross-Team & Project Support-15%

• Facilitate communication and collaboration across relevant departments.
• Support and coordinate cross-functional projects, including research, process improvement, and operational initiatives.
• Assist in developing and implementing strategic initiatives within the scope of the COO’s division.
• Actively participate in operational leadership team meetings, acting as a resource to the leaders, contributing insights and recommendations.

Special Projects & Event Coordination-15%

• Plan and execute special events, retreats, and operational presentations with end-to-end logistical oversight.
• Coordinate cross-functional event needs, including travel arrangements and real-time event support.
• Provide backup support and ad hoc project coordination across the Operations Division.
• Stay current with administrative best practices and pursue continuous learning to support executive leadership effectively.

Performs Other Duties as Assigned.
 

Education and/or Experience Required:

• Education: Associate degree in business, healthcare administration, or related field. 
• Experience:  
  • Minimum of 7 years progressive administrative support experience, ideally with C-suite level executives.
  • An equivalent combination of education, training and relevant experience may be considered.

Education and/or Experience Preferred:

• Education:  Bachelor’s degree or higher in health policy, business administration, healthcare management or related field.  
• Experience:  Healthcare or Corporate setting is ideal.

License and/or Certification Required:

• N/A

Knowledge, Skills and Abilities:

Knowledge:

• Advanced expertise in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook. 
• Proficient in collaborative platforms such as SmartSheet and Zoom for remote coordination and project tracking. 
• Familiarity with data tracking, dashboards, and grants administration.
• Experience with project management, financial reconciliation, and contract administration.
• Understanding of general math and accounting principles.

Skills:

• Exceptional organizational skills, reflecting the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Strong interpersonal and communication skills, capable of building relationships across all levels including executives, senior leaders, physicians, clinicians, board members, and external partners.
• Advanced written and verbal communication skills, with discretion and confidentiality in handling sensitive information.
• Confident in facilitating, presenting and speaking to both internal and external audiences.

Abilities:

• Proven ability to work in a fast-paced environment with multiple priorities that require strong project management and decision-making capabilities.
• Plan, develop, and coordinate multiple complex projects independently and proactively.
• Organize and manage time, activities, processes, and projects effectively on a weekly, quarterly, and annual basis.
• Attend to administrative details utilizing initiative, problem analysis techniques, excellent judgment, and confidentiality.
• Demonstrate proactive approaches to problem-solving with strong decision-making capability.
• Handle confidential information with discretion, adapt to various competing demands, and demonstrate the highest level of customer service and response.
• Function as a highly resourceful team player, as well as work effectively independently.
• Influence, mentor and coach others beyond their departments to improve organizational outcomes.
• Achieve high-performance goals and meet deadlines in a fast-paced environment.
• Act as a forward-looking thinker who actively seeks opportunities and proposes solutions.