Job Description

Bon Secours Administrative Assistant

Scheduled Weekly Hours: 40

Work Shift: Days (United States of America)

Location: St Mary's Hospital

Position Overview

• Serves as the support partner for a fast-paced hospital executive suite, supporting multiple C-Suite leaders simultaneously
• Trusted partner to senior leadershipwhen this office runs well, the hospital runs well

C-Suite & Administrative Support

• Manages complex, high-volume calendaring for multiple C-Suite executives, including scheduling meetings, resolving conflicts, and anticipating needs
• Coordinates and tracks document signatures (DocuSign or similar), ensuring timely execution of contracts, approvals, and compliance documents
• Screens and prioritizes executive correspondence, calls, and requests with professionalism and discretion
• Prepares agendas, meeting materials, and follow-up action items for leadership meetings and board sessions
• Maintains organized filing systems (digital and physical) for executive records, contracts, and reports

Office & Administrative Operations

• Runs the day-to-day operations of the executive office to ensure seamless, uninterrupted workflow across the hospital
• Manages office supplies, vendor relationships, and facilities coordination for the executive suite
• Serves as the primary point of contact for internal departments and external partners reaching out to the C-Suite

Event Planning Hospital-Wide

• Plans, coordinates, and executes hospital-wide events including town halls, leadership retreats, recognition ceremonies, and community events
• Manages all event logistics: venue booking, catering, AV, signage, RSVPs, run-of-show, and post-event follow-up
• Partners with department heads and external vendors to ensure events align with the hospital's mission and brand standards
• Handles events of varying scale from intimate executive dinners to all-staff celebrations of 500+

Internal Communications Strategy

• Develops and manages a structured internal communications calendar to ensure timely and consistent messaging across the organization
• Drafts, edits, and distributes executive communications including newsletters, memos, announcements, and staff-wide updates
• Manages hospital TV display systems (digital signage) creates, schedules, and updates content to keep staff informed and engaged
• Collaborates with department leaders to gather content and ensure messaging reflects organizational priorities
• Maintains a consistent voice and professional tone across all written and visual communications

Facilitation & Organization

• Facilitates executive meetings, cross-departmental working sessions, and leadership forums manages agendas, keeps discussions on track, and captures key decisions and action items
• Creates and maintains tracking systems for commitments, follow-ups, and recurring deliverables across the C-Suite
• Coordinates logistics for committees, task forces, and interdepartmental initiatives involving executive sponsors

Small Project Management

• Leads and manages small to mid-size administrative and operational projects from initiation through completion
• Builds project timelines, assigns tasks, tracks milestones, and communicates progress to executive sponsors
• Identifies and resolves obstacles proactively, escalating appropriately when needed
• Interfaces with clinical and non-clinical departments to gather information, align stakeholders, and move projects forward

Qualifications

• 5+ years of executive administrative experience, preferably in healthcare or a similarly complex environment
• Demonstrated experience supporting C-Suite or senior leadership
• Exceptional written communication skills able to write clearly and professionally on behalf of executives
• Proven track record in event planning and execution (hospital or large-organization setting a plus)
• Experience with digital signage platforms, internal communications tools, and document management systems
• Highly organized with the ability to manage competing priorities across multiple leaders
• Strong interpersonal and facilitation skills; comfortable in high-visibility, fast-moving environments
• Proficiency in Microsoft Office Suite, DocuSign, and project management tools (Asana, Monday, or similar)

Bon Secours is an equal opportunity employer.

As a Bon Secours associate, you're part of a Mission that matters. We support your well-being personally and professionally. Our benefits are built to grow with you and meet your unique needs, every step of the way.

What we offer

• Competitive pay, incentives, referral bonuses and 403(b) with employer contributions (when eligible)
• Medical, dental, vision, prescription coverage, HSA/FSA options, life insurances, mental health resources and discounts
• Paid time off, parental and FMLA leave, short- and long-term disability, backup care for children and elders
• Tuition assistance, professional development and continuing education support

Benefits may vary based on the market and employment status.

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