Executive Assistant to the CEO & Governing Board / Medical Staff Coordinator

Job Summary: The Executive Assistant to the CEO provides high-level administrative, organizational, and operational support to the Chief Executive Officer. This role serves as the primary liaison between the CEO, Governing Board, Medical Staff leadership, executive team, and external stakeholders. The Executive Assistant coordinates executive communications, meetings, governance documentation, and medical staff administrative functions while maintaining strict confidentiality and compliance with regulatory and accreditation requirements.

Duties and Responsibilities:

Provide executive administrative support including calendar management, meeting coordination, travel arrangements, meeting space coordination, and executive communications.

Serve as the primary point of contact for communications directed to the CEO, including screening calls, routing inquiries, and relaying messages.

Prepare reports, presentations, correspondence, and spreadsheets for the CEO and executive leadership.

Coordinate executive, governing board, and medical staff meetings including agenda preparation, material distribution, and follow-up on action items.

Ensure meeting agendas and materials for the CEO, Governing Board, and Medical Staff meetings are distributed at least 72 hours in advance whenever possible.

Assist the CEO with strategic initiatives, operational projects, and special assignments.

Coordinate logistics for executive meetings, conferences, and events.

Maintain confidential executive records, documentation, and files.

Monitor administrative files to ensure completeness, accuracy, and compliance with organizational policies, accreditation standards, and regulatory requirements.

Prepare and distribute information to internal and external contacts as directed by the CEO.

Coordinate Governing Board and committee meetings.

Prepare and distribute Governing Board packets, reports, and agendas.

Record, transcribe, and maintain official minutes for Governing Board meetings.

Maintain governance documents including bylaws, policies, resolutions, and board records.

Track Governing Board directives and follow-up actions.

Maintain an annual Governing Board agenda planning calendar to ensure required governance reports and topics are scheduled.

Assist with Governing Board onboarding and orientation.

Maintain governance documentation in accordance with regulatory and accreditation standards.

Coordinate Medical Staff meetings and committees including the Medical Executive Committee (MEC).

Prepare agendas and record official minutes for medical staff meetings.

Maintain medical staff rosters, contact information, and documentation.

Track physician appointments, reappointments, and clinical privileges in coordination with credentialing staff.

Assist with physician onboarding coordination.

Maintain medical staff bylaws, rules, and policies.

Facilitate communication between medical staff leadership and hospital administration.

Track action items from Medical Executive Committee meetings until completion.

Maintain governance and medical staff documentation required for regulatory agencies and accreditation organizations such as CMS and DNV.

Ensure meeting minutes and governance documentation meet regulatory and accreditation standards.

Assist with survey preparation and document retrieval for accreditation or regulatory review.

Maintain centralized logs of action items from Governing Board and Medical Executive Committee meetings to ensure accountability and follow-through.

Perform general administrative and clerical duties including answering phones, routing calls, taking messages, typing correspondence, and preparing documents.

Manage office supply inventory and ordering for the executive office.

Support financial or operational reporting coordination as directed by the CEO and CFO.

Maintain strict confidentiality regarding executive, governing board, physician, and organizational matters.

Demonstrate professionalism when interacting with governing board members, physicians, leadership, staff, and external stakeholders.

Ensure meetings are organized with appropriate agendas, materials, and logistical coordination.

Maintain accurate and organized documentation for governance and medical staff activities.

Demonstrate strong organizational skills, initiative, and the ability to manage multiple priorities in a fast-paced environment.

Performs other job-related duties as assigned by the CEO.

Education/Qualification Requirements:

Associate’s or Bachelor’s degree in Business Administration, Healthcare Administration, or related field preferred.

Experience:

Minimum 3–5 years of executive administrative support experience. Healthcare or hospital administrative experience is strongly preferred. 

Language Skills:

Ability to read and communicate effectively in English, both verbally and in writing.

EOE STATEMENT

We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status or any other characteristic protected by law.