Assistant to the CEO

The Assistant to the CEO is responsible for supporting the Chief Executive Officer and the Administrative Office through the coordination of executive operations, partnership governance activities, and administrative functions. This role serves as a central point of coordination among executive leadership, physician partners, the Board of Directors, employees, and external stakeholders. In addition, the position supports operational improvement efforts through data analysis, reporting, and performance monitoring that enable informed decision-making and organizational effectiveness. The position requires exceptional judgment, initiative, confidentiality, analytical capability and the ability to manage multiple priorities in a dynamic environment.

Job Relationships

Reports to the Vice President of Operational Improvement

Job Responsibilities

Executive Support & Governance

- Serve as a trusted partner to the CEO proactively managing priorities and optimizing the CEO's time by aligning schedules and commitments to strategic priorities.
- Coordinate and support the activities and flow of work through the Office of the CEO, including calendar management, travel arrangements, meeting logistics, communications, presentations, and follow-up activities.
- Prepare the CEO and executive leadership for Board of Directors meetings, physician department meetings, committee meetings, leadership meetings, external partner engagements, and community relations activities by developing agendas, briefing materials, presentations, and supporting documentation.
- Manage partnership governance activities, including Board and committee administration, partner voting, Board member elections, committee appointments, and related annual governance processes.
- Independently research, analyze, and compile information requested by the CEO and senior executive leaders, develop recommendations, proposed responses, and supporting materials for executive review.
- Draft, edit, and coordinate executive correspondence, presentations, reports, memoranda, and other communications on behalf of the CEO and executive leadership, partnering with Brand and Experience team as needed.
- Serve as a liaison among executives, employees, physicians, Board members, community stakeholders, and external business partners by facilitating communication, gathering information, and ensuring timely resolution of requests and action items.
- Maintain accurate and confidential executive records, correspondence, and files in accordance with organizational policies and record retention requirements.

Reporting & Operational Analytics

- Support process improvement initiatives through data collection, measurement, analysis, and documentation.
- Summarize data from multiple sources to support executive decision-making and operational improvement efforts.
- Prepare data visualizations, presentations, and analysis for Board, committee, and leadership meetings.
- Monitor key performance indicators and identify trends, risks, opportunities, and areas for further review.

Administrative & Organizational

- Collaborate with administrative support staff to ensure seamless operations and coverage within the executive suite.
- Travel and work varying schedules as necessary to support executive meetings, Board functions, retreats, events, and other organizational priorities.
- Comply with all Springfield Clinic policies, including incident reporting requirements, OSHA standards, required training, Code of Conduct, Ethics Standards, and customer service expectations.
- Perform other duties and responsibilities as assigned.

Education/Experience

- Bachelor’s degree in a related field of study or three to five years’ work experience in lieu of degree.
- Healthcare experience preferred
- Experience interacting with senior level executives (i.e. C-suite).

Knowledge, Skills and Abilities

- Exceptional organizational, prioritization, and time management skills with the ability to manage multiple competing priorities and deadlines.
- Demonstrated ability to working dependently, exercise sound judgment, and maintain a high degree of discretion when handling confidential and sensitive information.
- Strong attention to detail and commitment to accuracy in preparing communications, reports, presentations, and meeting materials.
- Ability to anticipate needs, proactively solve problems, and independently initiate appropriate follow-up actions.
- Excellent verbal, written, and interpersonal communication skills, including the ability to communicate professionally with executives, physicians, Board members, employees, and external stakeholders.
- Ability to build effective working relationships and collaborate with individuals at all levels of the organization.
- Demonstrated tact, diplomacy, professionalism, and customer service orientation when managing confidential or sensitive matters.
- Ability to gather, synthesize, and present information clearly and concisely for executive audiences.
- Strong analytical and critical thinking skills, with the ability to collect, validate, interpret, and summarize data from multiple sources.
- Experience creating and maintaining reports, dashboards, and data visualizations using Excel, Power BI, or similar business intelligence tools
- Experience identifying trends, patterns, and opportunities through data analysis and translating findings into actionable insights.
- Proficiency in Microsoft Office applications, including Outlook, Excel, PowerPoint, Word and Teams,
- Working knowledge of healthcare operations preferred.
- Understanding of process improvement principles, performance measurement, and operational excellence concepts preferred.

Working Environment

- Operates onsite in a professional office environment.

PHI/Privacy Level

- HIPAA2