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Executive Assistant

CommonSpirit Health Erlanger, Kentucky

The posted compensation range of $22.95 - $33.28 /hour is a reasonable estimate that extends from the lowest to the highest pay CommonSpirit in good faith believes it might pay for this particular job, based on the circumstances at the time of posting. CommonSpirit may ultimately pay more or less than the posted range as permitted by law.

Requisition ID 2023-305486 Employment Type Full Time Department General & Administrative Hours/Pay Period 80 Shift Day Weekly Schedule Monday - Friday (8:00 - 5:00pm) Remote Yes Category Administrative and Clerical

CommonSpirit Health was formed by the alignment of Catholic Health Initiatives (CHI) and Dignity Health. With more than 700 care sites across the U.S. from clinics and hospitals to home-based care and virtual care services CommonSpirit is accessible to nearly one out of every four U.S. residents. Our world needs compassion like never before. Our communities need caring and our families need protection. With our combined resources CommonSpirit is committed to building healthy communities advocating for those who are poor and vulnerable and innovating how and where healing can happen both inside our hospitals and out in the community.


Job Summary / Purpose
Provides high-level administrative support services to an assigned leader, or group of leaders, and/or department(s).  Exercises discretion and independent judgment while performing key job responsibilities.  Reports to a leader at the director, vice president or senior vice president level.

Essential Key Job Responsibilities

  • Independently observes, gathers, receives, and otherwise obtains information from all relevant sources to complete daily work and projects
  • Proactively and independently manages, analyzes and coordinates calendars and itineraries for team
  • Creates and edits documents, spreadsheets, presentations and organizational charts; additionally, is able to develop complex documents, spreadsheets and presentations independently on behalf of the leader(s) supported as needed
  • Coordinates travel arrangements, including complex travel itineraries for leaders supported utilizing standard processes and resources
  • Runs and distributes standard reports; creates custom reports and/or analyzes reports as needed
  • Follows (and may create) procedures and maintains procedural documentation
  • Prepares for and supports meetings including scheduling and preparing appropriate meeting space, ordering catering, providing hospitality services to guests and assisting with materials, presentations and other resources as requested; may include group travel coordination
  • Records and creates documentation of meeting minutes, as needed (infrequent) 
  • With minimal direction, drafts, edits and distributes internal and external communications on behalf of leaders
  • Administers distribution lists
  • Administers collaboration communities on Google Drive
  • Submits and codes invoices and expense reports; assists with routing to the appropriate queues for leader approval; tracks invoices according to predetermined guidelines
  • Collects and compiles data in preparation for budget process; may be asked to prepare reports in support of leader's budget responsibilities
  • Processes and files department contracts and agreements; previews and monitors contracts for changes and/or action
  • May assist with editing timekeeping records
  • Gains in-depth specific knowledge about their particular department/group and the organization to build business acumen; develops an understanding of the interconnectedness of departments/groups; applies knowledge in daily work
  • Provides back-up administrative coverage for peers ensuring all internal and external customers are served (back-up coverage may be requested for another department or group as well; requested by manager and based on business need; members function as a team for the organization as a whole; may include answering another leader's phone or responding to inquiries to ensure seamless customer service)
  • Secures back-up administrative coverage for their own absences
  • Coordinates administrative projects 
  • May participate in CHI committees on a volunteer basis or as requested (volunteer assignments must be approved by supervisor in advance) 
  • Assist with any and all projects adhering to deadlines


Minimum Qualifications
Required Education and Experience 
High school graduate with emphasis on clerical business preparation (required).

Associate or Bachelor degree and relevant work experience (preferred).

A minimum of 5 years of administrative experience with management in a healthcare or corporate environment or other comparable business experience (required).

Required Minimum Knowledge, Skills, Abilities and Training
Special skills required include: Proficient organizational and typing skills; experience in multi-task coordination; ability to relate to a variety of personalities; professional appearance and manner; ability to exercise creativity, good judgment, and initiative; excellent writing and editing skills;  knowledge of Google Suite desktop applications 


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Equal Opportunity

CommonSpirit Health™ is an Equal Opportunity/Affirmative Action employer committed to a diverse and inclusive workforce. All qualified applicants will be considered for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, marital status, parental status, ancestry, veteran status, genetic information, or any other characteristic protected by law. For more information about your EEO rights as an applicant, please click here.

CommonSpirit Health™ will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c). External hires must pass a post-offer, pre-employment background check/drug screen. Qualified applicants with an arrest and/or conviction will be considered for employment in a manner consistent with federal and state laws, as well as applicable local ordinances, ban the box laws, including but not limited to the San Francisco and Los Angeles Fair Chance Ordinances. If you need a reasonable accommodation for any part of the employment process, please contact us by telephone at (415) 438-5575 and let us know the nature of your request. We will only respond to messages left that involve a request for a reasonable accommodation in the application process. We will accommodate the needs of any qualified candidate who requests a reasonable accommodation under the Americans with Disabilities Act (ADA). CommonSpirit Health™ participates in E-Verify.