Under limited supervision, provides advanced administrative and executive support to C-Suite leaders. This position requires excellent judgment, discretion, and organizational skills to manage executive priorities, coordinate complex schedules, and ensure effective communication with internal and external stakeholders. The Administrative Assistant serves as a trusted partner to executive leadership, supporting the success of organizational goals and initiatives.

Primary duties and responsibilities:

Executive Support

1. Manage complex and dynamic calendars, including scheduling meetings, resolving conflicts, and prioritizing appointments.
2. Coordinate travel arrangements, including logistics, itineraries, and expense processing.
3. Prepare agendas, materials, presentations, and follow-up documentation for executive meetings.
4. Anticipate executive needs and proactively manage priorities to ensure smooth day-to-day operations.

Communication & Liaison

1. Serve as the primary point of contact for executives, screening inquiries and requests while ensuring timely and accurate responses.
2. Draft, edit, and proofread correspondence, presentations, and reports on behalf of the executive(s).
3. Represent the executive office with professionalism and discretion in interactions with senior leaders, board members, and external stakeholders.

Confidentiality & Information Management

1. Handle highly sensitive and confidential information related to personnel, strategy, and operations with discretion.
2. Develop and maintain efficient filing systems, records, and workflows to ensure accuracy and accessibility of executive information.

Project & Process Support

1. Support special initiatives and projects by tracking deadlines, coordinating deliverables, and monitoring progress.
2. Identify opportunities to streamline administrative processes and recommend improvements for efficiency.
3. Assist in preparation and coordination of executive-level events, meetings, and organizational functions.

Leadership & Office Coordination

1. Provide guidance and direction to other administrative staff supporting executive offices, ensuring consistent practices and service delivery.
2. Coordinate with other administrative professionals to align workflows across departments and executives.
3. May serve as a spokesperson or representative for departmental inquiries, as appropriate.

Additional Duties as Assigned

Travel: Some travel between operating units may be required.

Work Type: On-Site Employee

Minimum Required Qualifications:

Education / Experience: Bachelor's degree in business administration, communications, or a related field OR Seven (7) years of office administration, senior secretarial or related experience in lieu of a Bachelors Degree. If Bachelor's, 3 years office administration, senior secretarial or related experience.

Knowledge, skills, and abilities (required):

• Experience with PC software applications.
• Ability to type 60 wpm.
• Exceptional written, verbal, and interpersonal communication skills.
• Strong organizational skills with the ability to manage multiple priorities under tight deadlines.
• High level of discretion, integrity, and professionalism.
• Ability to exercise independent judgment and make decisions within established guidelines.

PHYSICAL REQUIREMENTS (Medium Max 25lbs): up to 25 lbs., 0-33% of the work day (occasionally) Lifting 25 lbs. max; Carrying of objects up to 25 lbs.; Occasional to frequent standing & walking, Occasional sitting, Close eye work (computers, typing, reading, writing), Physical demands may vary depending on assigned work area and work tasks.

ENVIRONMENTAL FACTORS: Factors affecting environmental conditions may vary depending on the assigned work area and tasks. Environmental exposures include but are not limited to: Blood-borne pathogen exposure, Bio-hazardous waste chemicals/gases/fumes/vapors, Communicable diseases, Electrical shock, Floor Surfaces, Hot/Cold Temperatures, Indoor/Outdoor conditions, Latex, Lighting, Patient care/handling injuries, Radiation, Shift work, Travel may be required. Use of personal protective equipment, including respirators, environmental conditions may vary depending on assigned work area and work tasks.

Emory is an equal opportunity employer, and qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status or other characteristics protected by state or federal law.

Emory Healthcare is committed to providing reasonable accommodations to qualified individuals with disabilities upon request. Please contact Emory Healthcare’s Human Resources at careers@emoryhealthcare.org. Please note that one week's advance notice is preferred.