Institute Executive Assistant

To Apply for this Job

The Institute Executive Assistant provides comprehensive administrative and organizational support to the leadership of the institute. This position in Dayton, Ohio plays a critical role in enabling the executive team to operate efficiently by managing complex calendars, facilitating communications, coordinating events, preparing documentation, and ensuring smooth day-to-day operations. The ideal candidate is professional, detail-oriented, and capable of handling confidential information with discretion.

• Manage executive calendars, schedule appointments, and coordinate internal and external meetings.
• Organize travel arrangements, itineraries, and accommodations for executives and guests.
• Prepare and proofread reports, presentations, correspondence, and meeting materials.
• Serve as a liaison between executive leadership and institute staff, faculty, partners, and stakeholders.
• Assist in the planning and execution of institute events, board meetings, and special projects.
• Track deadlines, deliverables, and follow-ups for strategic initiatives and executive tasks.
• Maintain organized filing systems (physical and digital) for institutional records and documents.
• Process expense reports, invoices, and reimbursements in accordance with organizational policies.
• Handle sensitive and confidential information with the highest level of discretion.
• Provide general administrative support and contribute to a collaborative and efficient office environment.

• At least 5-7+ years of executive assistant experience (required) from a healthcare environment is preferred.
• HS Diploma or GED is required.
• Proficiency with Microsoft Office Suite and virtual meeting platforms.
• Strong organizational and multitasking skills with exceptional attention to detail.
• Excellent written and verbal communication skills.
• Ability to work independently, prioritize tasks, and manage time effectively.
• Professional demeanor and ability to interact with high-level stakeholders.
• Discretion in handling confidential information and professional judgment in decision-making.

Reference:1046964

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