Executive Assistant

Job Description

SUMMARY

Reporting directly to the Senior Vice President ("SVP"), Chief Legal Officer, the Executive Assistant ("EA") works independently performing a wide range of complex and confidential administrative and clerical support duties. The EA serves as the principal point of administrative contact and liaison with internal and external constituencies. The EA must be creative and enjoy working within a small, entrepreneurial environment that is mission- and results-driven. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The EA will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Responsibilities

ROLE RESPONSIBILITIES

Essential and Primary Responsibilities:

Executive Support to the Chief Legal Officer ("CLO")

• Manage and prioritize the CLO's active calendar, including planning and scheduling meetings, video and teleconferences.
• Facilitate effective communication and coordination with the CLO, maintaining awareness of upcoming commitments and responsibilities.
• Assist the CLO and the legal department in creating and managing meetings and correspondence under attorney/client privilege.
• Handle highly sensitive information and coordinate confidential meetings to ensure secure delivery of attorney/client privileged work product.
• Support scheduling for directors reporting to the CLO to enhance team alignment and prioritize workloads.
• Coordinate team building and leadership development activities to boost employee engagement.
• Handle logistics for all meetings, including room reservations, catering, agendas, materials preparation, and presentation setup.
• Record meeting minutes and track action items requiring follow-up.
• Manage executive correspondence and reports, ensuring efficient communication within and outside the executive office.
• Handle document creation and modifications using Word, PowerPoint, and Excel.
• Save the CLO's time by managing communications, drafting documents, and preparing reports.
• Organize and manage special projects and events, such as retreats and conferences.
• Coordinate travel arrangements and prepare detailed itineraries.
• Oversee procurement, expense management, and financial processing, including invoice processing and expense reports.
• Manage and approve time cards for the team, ensuring accuracy and timely submissions.

Administrative and Program Support for the Enterprise Risk Management Team

• Provide administrative support to the Enterprise Risk Management (ERM) team, which is overseen by the CLO.
• In particular, the EA will work with the Director of Government Relations and Enterprise Risk Management (ERM Director) and provide support for the ERM team including but not limited to:
• Coordinating internal meetings
• Data entry
• Taking meeting minutes
• The EA will support the ERM Director in monitoring progress on risk management action plans through communication with executive-level leaders overseeing risk mitigation work.
• The EA may be asked to assist in and perform interviews with key leaders across the organization to gather financial, strategic, operational and other relevant data that identifies any risks that exist across the enterprise.

Position Specific Role Responsibilities

Provide administrative support when executive serves as Administrator on Call ("AOC") which may include attending huddles, assisting with daily operations reports, and floating with Executive to and from the hospital or offsite locations as needed.

Provide administrative support when the Hospital's Emergency Operations Plan ("HEOP") is implemented.

Qualifications

EDUCATION and/or EXPERIENCE REQUIRED

Education/ Experience Required: Associates degree with a minimum of five years' experience directly supporting and working with C-suite level executives (preferably in a healthcare setting), or a minimum of seven years' directly-related experience may be substituted for a degree.

Education Preferred: Bachelor's degree strongly preferred.

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED

Knowledge:

• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams).

Skills:

• Exceptional organizational skills, with the ability to manage multiple priorities seamlessly while maintaining meticulous attention to detail.
• Strong interpersonal skills with a proven ability to build relationships with stakeholders, including executives, senior leaders, physicians, clinicians, board members, and external partners.
• Expert level written and verbal communication skills, ensuring clarity and effectiveness in all forms of correspondence.

Abilities:

• Demonstrates a proactive approach in asking questions, anticipating needs, and offering suggestions.
• Highly resourceful, both as a team player and in independent settings, with the capacity to navigate complex environments effectively.
• Maintains confidentiality with discretion in handling sensitive information across all interactions and assignments.
• Proven track record of achieving high performance goals and meeting tight deadlines in a fast-paced environment.
• Possesses a positive and proactive attitude; punctual and dependable; ensures thorough and accurate work outputs.
• Ability to multitask and adapt swiftly to changing priorities.

Work Environment:

Fast Paced Environment
Office-based role with a mix of in-person and virtual interactions.

About Us

Connecticut Children's is the only health system in Connecticut that is 100% dedicated to children. Established on a legacy that spans more than 100 years, Connecticut Children's offers personalized medical care in more than 30 pediatric specialties across Connecticut and in two other states. Our transformational growth establishes us as a destination for specialized medicine and enables us to reach more children in locations that are closer to home. Our breakthrough research, superior education and training, innovative community partnerships, and commitment to diversity, equity and inclusion provide a welcoming and inspiring environment for our patients, families and team members.

At Connecticut Children's, treating children isn't just our job - it's our passion. As a leading children's health system experiencing steady growth, we're excited to expand our team with exceptional team members who share our vision of transforming children's health and well-being as one team.