Executive Assistant to the President & Board Liaison

Copley Hospital is looking for an Executive Assistant to support the CEO. Key responsibilities include coordinating the CEO's calendar, managing communication from both internal and external sources, facilitating office operations, and serving as a liaison and support to the Board of Trustees. Additionally, the role involves creating, proofreading, and editing correspondence, providing support to Board committees, and working independently, making decisions and addressing incoming matters as appropriate, using sound judgement and discretion. The Executive Assistant demonstrates exceptional organizational skills, effectively managing multiple tasks and projects while maintaining keen attention to detail. They are required to be flexible in their working hours as monthly Board meetings are scheduled during evening hours. 

After submitting an application here, please email a Cover Letter addressing your qualifications for this specific role, your interest in working for Copley Hospital, and what is prompting your interest at this time. This can be sent to Kaitlyn Shannon at kshannon@chsi.org.

Copley Hospital has a variety of shifts available across Full-Time, Part-Time, and Temporary needs. Please consider applying to discuss how your availability may align.

Office Administration:

• Manage the day-to-day activities of the CEO's office, including scheduling appointments, handling written and verbal communications, and maintaining organized paper and computer files.

• Facilitate communications between the Administration Office and various constituent groups, both internal and external.

• Update and distribute master lists as necessary to ensure accuracy and accessibility of information for the Hospital, Leadership and Boards.

• Strive to assure clerical coverage of the Administrative Suite while maintaining an acceptable level of support for operations.

• Identify areas of improvement relating to administrative efficiency and develop plans to improve performance.
• Other duties as assigned to assure the smooth operation of the President’s office.

Documentation and Confidentiality:

• Review, compile, and evaluate documents and data originating from the President/CEO's office, always maintaining strict confidentiality, and making recommendations to improve documents as appropriate. 

• Coordinate activities with stakeholders, record (minutes), and file relevant documents.

• Proof read, edit, and/or create documents as requested in various MS Office programs, most frequently Word, Excell and PowerPoint.

Board and Governance Support:

• Create and coordinate all Board schedules, matrixes and meetings including meeting agendas, minutes, presentations and all materials. Facilitate activities through the Governance Committee, including bylaw revisions, trustee nomination and elections, Annual Meeting, and trustee term grid for use in board succession planning.
• Conduct the Annual Conflict of Interest Disclosure Survey in accordance with policy guidelines, creating and maintaining a Conflict Matrix

Experience:

• Three or more years of senior level administrative support in a healthcare or non-profit setting

Skills:

• Must have exceptional oral and written communication skills, diplomacy, organizational and administrative skills.
• Must possess the ability to manage complex internal and external relationships, displaying maturity, integrity and a high degree of professionalism.
• Must be able to work effectively under stressful situations.
• Knowledge of hospital service area and related institutions necessary.
• Must have broad based administrative skills, transcription skills in order to scribe all Board of Trustee, Committee and internal meetings, and computer skills including proficiency in Microsoft Office Products (Outlook, Word, Excel, Power Point, etc.) as well as typing/keyboarding.