Executive Assistant

Ready to make an impact at the heart of healthcare operations? Join HPSM as an Executive Assistant and provide high-level administrative support to our Chief Medical Officer and other senior management staff. You’ll play a key role in streamlining operations, ensuring smooth communication, and supporting strategic initiatives that shape our organization’s success.

As an Executive Assistant, you will handle a variety of administrative tasks, including managing calendars, preparing documents, and scheduling meetings. This role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities effectively. Join us in providing essential support to our leadership team and making a real difference in our mission to serve our community.

Position overview

• Prepare, edit, and manage correspondence, communications, presentations, and documents for the Chief Medical Officer and senior management.
• Maintain and manage calendars, schedule meetings, and arrange travel as needed.
• Organize and coordinate meetings, ensuring all logistics (room reservations, catering, etc.) are in place.
• Screen phone calls, manage mail, direct inquiries to the appropriate team members, and ensure timely follow-up.
• Take minutes at assigned meetings and track the completion of action items.
• Record and transcribe minutes, coordinate meetings, and ensure the accurate distribution of meeting materials.
• Maintain organized file systems for HPSM and/or other assigned committees.

Requirements

These are the qualifications typically needed to succeed in this position. However, you don’t need to meet every requirement to apply. 

Education and experience

• Five (5) years of office administrative or secretarial experience supporting senior executives.
• Associate’s degree or business school training in Health Care, Public Administration, or a related field preferred.

Knowledge of:

• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Access).
• Business correspondence styles and formats.
• Modern office practices, procedures, and equipment.
• Record-keeping systems and techniques for organizing data.
• Basic math and telephone procedures.

Skills & Abilities:

• Excellent verbal and written communication skills.
• Strong organizational and multitasking abilities with attention to detail.
• Ability to work independently and exercise initiative in a fast-paced environment.
• Ability to adapt to changes in priorities and task requirements.
• High level of professionalism and discretion, particularly when handling confidential information.
• Ability to work cooperatively with team members and establish effective relationships with internal and external stakeholders.
• Proficiency in multiple computer applications, such as word processing, electronic mail, spreadsheet software, and proprietary systems.
• High-speed, accurate, and efficient keyboarding skills.

Benefits

Excellent benefits package includes:

• HPSM-paid premiums for employee’s medical, dental and vision coverage (employee pays 10% of each dependent’s premiums)
• Fully paid life, AD&D and LTD insurance
• Retirement plan (HPSM contributes equivalent of 10% of annual compensation)
• 12 paid holidays a year, 12 paid sick days a year and paid vacation starting at 16 days a year
• Tuition reimbursement plan
• Employee wellness program

It is HPSM's policy to provide equal employment opportunity for all applicants and employees.  HPSM does not unlawfully discriminate based on race, religion, color, national origin, ancestry, physical disability, mental disability, medical condition, marital status, sex, age, sexual orientation, veteran status, registered domestic partner status, genetic information, gender, gender identity, gender expression, or any other characteristic protected by applicable federal, state, or local law.  HPSM also prohibits discrimination based on the perception that an applicant or employee has any of those characteristics or is associated with a person who has or is perceived to have any of those characteristics.