Executive Assistant People Division

Care New England is a leading healthcare provider dedicated to delivering exceptional care and improving the health and well-being of our communities. With a commitment to excellence and innovation, we are seeking a dynamic and experienced Executive Assistant.

This position will report directly to the EVP & Chief People Officer and will play a crucial role in the operational excellence within the People Division. The Executive Assistant will provide high-level administrative support to the EVP, Chief People Officer (CPO), and to the CPOs direct reports.

Join our team and be a part of our mission to provide exceptional healthcare services and make a difference in the lives of our patients and community.

Work Location: 4 Richmond Square, Providence, RI 02906

Job Summary:

The Executive Assistant will be responsible for budget adherence and management, as well as creating, preparing, and editing materials for a variety of meetings, including Board meetings and external speaking or conference commitments. This role entails managing and handling sensitive and confidential information and the ability to use exceptional judgement in triaging service requests and task delegation throughout the division.

Duties & Responsibilities:

Ensures seamless operations and effective communication for the office of the Chief People Officer while upholding strict confidentiality.

Manages incoming communications, routing them appropriately and handling some personally as well. Proactively anticipates and addresses the needs of the division.

Responsible for managing calendars, scheduling meetings, coordinating travel, paying invoices, setting up contracts in AP, serves as liaison for payroll matters and coordinates the onboarding of new hires within the People Division.

Works harmoniously with the Executive Assistants within the executive suite and provides back-up coverage as necessary. Maintain and organize confidential files and documents, ensuring accuracy, compliance, and accessibility.

Prepare and edit correspondence, presentations, and reports using MS Office suite and other software applications as needed.

Assist in budget tracking and management, including monitoring expenses, processing invoices, and reconciling accounts.

Coordinate logistics for internal and external meetings and executive retreats/development, including room reservations, catering, and audiovisual setup. Oversees and coordinates division trainings per the annual training calendar.

Prepare meeting agendas, compile materials, and distribute pre-meeting documentation to attendees. Creates, manages group folders and files through TEAMS for meeting preparation and follow through.

Regularly seeks more efficient ways to improve processes, automate, innovate, and eliminate waste.

Attend meetings as needed, take minutes, and distribute meeting notes in a timely manner.

Assist in the preparation of materials for Board meetings, including presentations, reports, and briefing documents.

Coordinate logistics for external speaking engagements and conferences, including travel arrangements and event registration.

Serve as a liaison between the People Division and internal departments, external partners, and stakeholders.

Handle confidential and sensitive information with discretion and professionalism.

Pursues continuous professional growth through avenues like membership in relevant associations such as the International Association of Administrative Professionals (IAAP).

Requirements:

Bachelor's degree preferred, with a minimum of 3-5 years of Executive Assistant experience, preferably in a healthcare or academic setting.

Proficiency in MS Office suite, including Word, Excel, PowerPoint, and Outlook.

Experience with proprietary applications and the ability to quickly learn and navigate new software.

Strong organizational skills with the ability to multitask, delegate and prioritize competing demands.

Excellent written and verbal communication skills, with a keen eye for detail.

Ability to work independently with minimal supervision and as part of a team.

Strong problem-solving skills and the ability to adapt to changing priorities.

Experience in budget tracking and management preferred.

The ideal candidate will possess exceptional organizational skills, attention to detail, and the ability to thrive in a fast-paced and complex environment. as well as the ability to quickly learn and navigate proprietary applications.

Additional Information:

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 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.