Job Summary:

*This position is on-site*

The Providence Center Executive Assistant supports the members of the Executive Leadership Team (Primary roles supported: Vice President of Clinical Operations, Chief Operating Officer, and Senior Directors) with achieving Operating Unit objectives through high quality administrative support by facilitating communication and acting as the liaison with staff and key internal and external stakeholders.

Duties and Responsibilities: include the following. Other duties may be assigned.

Provide daily executive support, while simultaneously working on administrative projects and other broader tasks.

Ensure maximally efficient use of the Executives’ time and high quality effective interactions within and outside the department with staff and external stakeholders.

Provide prompt responses to phone and email outreach, scheduling of meetings and other requests.

Manage and coordinate dynamic calendars with consideration for the demands on time and access as appropriate; arrange briefings and materials for meetings; handle travel arrangements.

Coordinate internal and external meetings and events. Set/coordinate agenda, prepare/assure materials are available, arrange room logistics, etc.

Determine response priorities for calls and written correspondence including emails to the Vice President of Clinical Operations/Chief Nursing Officer (CNO); respond to and route matters not requiring Vice President of Clinical Operations / CNO’s attention to appropriate individuals, ensure follow-up/resolution. Interpret, investigate and triage inquiries.

Compose and edit correspondence. Design, develop and prepare presentation materials for Executive staff as assigned by Vice President of Clinical Operations / CNO; participate in the editing process of writing speeches, drafting articles, etc.

Initiate and manage assigned projects from concept to completion, adhering to strategy, accuracy and deadlines.

Assist in planning and preparing for Agency events.

Process invoices and payments related to administrative events and meetings. Organize and maintain records.

Provide thorough, accurate meeting minutes as assigned by Vice President of Clinical Operations / CNO.

Assist in screen sharing and slide show presentations during meetings.

Exercise acute sensitivity, discretion, and judgment as you will be tasked with assignments that are often confidential and sophisticated in nature.

Manage activities related to Board of Trustees and committees:

Prepare reports and information for Board meetings.

Work with assigned committee chairs to develop agendas and materials.

Assist Board Chair by preparing reports, correspondence, meetings calendar, etc.

Serve as Secretary for Board committees, prepare and distribute meeting minutes.

Requirements: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Must possess ability to make independent decisions based on knowledge of shifting priorities and have outstanding organizational and time management skills.

Associate’s degree required, Bachelor's degree preferred.

Minimum of two years of experience as an Executive Assistant, Personal Assistant or similar role.

Basic understanding of healthcare—experience in behavioral health or work in non-profit organization is a plus.

Must thrive in a high impact, deadline oriented and fluid environment.

Must be culturally competent, possess a positive attitude and have the ability to relate to diverse populations and help foster community and teamwork.

Must be computer savvy and fully functional in Microsoft Office programs (SharePoint, Office Teams, Microsoft Word, Excel, PowerPoint, Outlook and Zoom); awareness and experience with dynamic PowerPoint presentations desired; have aptitude and interest in learning new technologies.

Excellent organizational, interpersonal and verbal and written communications skills required.

Ability to proofread essential. Ability to read and interpret documents such as policy and procedure manuals.

Ability to develop, write and speak effectively before small groups of employees.

Ability to write in a concise and accurate manner for meeting minutes.

Care New England Health System (CNE) and its member institutions—Butler Hospital, Women & Infants Hospital, Kent Hospital, VNA of Care New England, Integra, The Providence Center, and Care New England Medical Group, and our Wellness Center—are trusted organizations fueling the latest advances in medical research, attracting the nation’s top specialty-trained doctors, and honing renowned services and innovative programs to engage in the important discussions people need to have about their health.

Americans with Disability Act Statement: External and internal applicants, as well as position incumbents who become disabled must be able to perform the essential job-specific functions either unaided or with the assistance of a reasonable accommodation, to be determined by the organization on a case-by-case basis.

EEOC Statement: Care New England is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status

Ethics Statement: Employee conducts himself/herself consistent with the ethical standards of the organization including, but not limited to hospital policy, mission, vision, and values.