Job Description Position Summary The Senior Executive Assistant (EA) provides comprehensive administrative, operational, and project support to the Executive Vice President (EVP), Chief Operating Officer (COO) and their leadership team and serve as a key partner to the Administrative Chief of Staff (ACOS), supporting strategic initiatives and operational execution. The EA will provide principal support on a wide range of complex and sensitive executive and operations-based initiatives and is responsible for anticipating needs and demands and works to provide logical, innovative, and creative solutions with limited instruction. The EA serves as a key administrative liaison for the operations division, ensuring seamless coordination of activities, fostering collaboration across teams, programs, and departments, and managing high-level executive functions.
Responsibilities ROLE RESPONSIBILITIES Executive Support - Serve as a strategic partner to the SVP, COO by managing a dynamic and complex calendar, including internal and external meetings, with advance preparation of necessary materials.
- Anticipate executive needs to enable focus on strategic priorities and enterprise-level decision making.
- Actively participate in key leadership meetings alongside the COO to document minutes, track key decisions, and follow through on action items to ensure accountability and progress against strategic priorities.
- Collaborates with Executive Leadership and Administrative Chief of Staff to support accountability for key initiatives, ensuring follow-ups, deadlines, and deliverables are tracked and met across departments.
- Maintain an organized system to track, circulate, and escalate outstanding action items resulting from executive discussions.
- Draft, edit, and format high-level communications, presentations, reports and board-facing materials.
- Coordinate travel arrangements, process reimbursements, and manage corporate card reconciliations.
- Reconcile time cards weekly to ensure payroll accuracy.
Collaboration with ACOS - Partner with the ACOS on executive initiatives and operation projects as assigned.
- Support the administrative offices as needed, offering flexibility to assist with priority tasks and maintain overall office function and workflow.
- Assists with Board and Governance Support as outlined below:
- Collaborate with the Administrative Chief of Staff to support Board of Directors and committee functions, including agenda development, presentation preparation, and minute-taking.
- Coordinate logistics for board meetings, retreats, and events including venue setup, catering, technology, and materials.
- Maintain accurate records and ensure timely distribution of board documents and communications.
Administrative & Operational Support - Manage complex meeting logistics (conference room reservations, catering, A/V setup, and materials preparation) for executive and operational leadership gatherings.
- Develop and implement improved administrative procedures to enhance efficiency and support operational performance.
- Serve as primary administrative point of contact for internal and external inquiries on behalf of the COO's office.
- Monitor and maintain supplies, initiate work orders, process check requests, and handle documentation for purchasing or vendor agreements.
- Maintain and update dashboards to track key performance indicators, project progress, and operational metrics.
Cross-Team & Project Support - Facilitate communication and collaboration across relevant departments.
- Support and coordinate cross-functional projects, including research, process improvement, and operational initiatives.
- Assist in developing and implementing strategic initiatives within the scope of the COO's division.
- Actively participate in operational leadership team meetings, acting as a resource to the leaders, contributing insights and recommendations.
Special Projects & Event Coordination - Plan and execute special events, retreats, and operational presentations with end-to-end logistical oversight.
- Coordinate cross-functional event needs, including travel arrangements and real-time event support.
- Provide backup support and ad hoc project coordination across the Operations Division.
- Stay current with administrative best practices and pursue continuous learning to support executive leadership effectively.
Performs Other Duties as Assigned
Qualifications EDUCATION and/or EXPERIENCE REQUIRED Education Required: Associate degree in business, healthcare administration, or related field or an equivalent combination of education, training and relevant experience may be considered.
Education Preferred: Bachelors degree or higher preferred in health policy, business administration, healthcare management or related field.
Experience Required: Minimum of seven years of progressive administrative support experience, ideally with C-suite level executives, and preferably in a healthcare or corporate setting.
KNOWLEDGE, SKILLS AND ABILITIES REQUIRED Knowledge of: - Advanced expertise in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
- Proficient in collaborative platforms such as SmartSheet and Zoom for remote coordination and project tracking.
- Familiarity with data tracking, dashboards, and grants administration.
- Experience with project management, financial reconciliation, and contract administration.
- Understanding of general math and accounting principles.
Skills: - Exceptional organizational skills, reflecting the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
- Strong interpersonal and communication skills, capable of building relationships across all levels including executives, senior leaders, physicians, clinicians, board members, and external partners.
- Advanced written and verbal communication skills, with discretion and confidentiality in handling sensitive information.
- Confident in facilitating, presenting and speaking to both internal and external audiences.
Ability to: - Proven ability to work in a fast-paced environment with multiple priorities that require strong project management and decision-making capabilities.
- Plan, develop, and coordinate multiple complex projects independently and proactively.
- Organize and manage time, activities, processes, and projects effectively on a weekly, quarterly, and annual basis.
- Attend to administrative details utilizing initiative, problem analysis techniques, excellent judgment, and confidentiality.
- Demonstrate proactive approaches to problem-solving with strong decision-making capability.
- Handle confidential information with discretion, adapt to various competing demands, and demonstrate the highest level of customer service and response.
- Function as a highly resourceful team player, as well as work effectively independently.
- Influence, mentor and coach others beyond their departments to improve organizational outcomes.
- Achieve high-performance goals and meet deadlines in a fast-paced environment.
- Act as a forward-looking thinker who actively seeks opportunities and proposes solutions.
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.
