Executive Assistant - Operations

Executive Assistant - Operations

The Executive Assistant - Operations position is responsible for providing high-level administrative and operational support to the SVP, Chief Nursing & Operations Officer. This position is responsible for organizing complex and confidential work, coordinating executive priorities, and supporting effective communication and workflow across clinical and operational service lines.

About Us:

Ecumen is an industry leader dedicated to advocating for older adults by providing housing choices, compassionate healthcare, and innovative services. For 160 years Ecumen has cared for those in need. Now, as Minnesota's 8th largest senior living provider, we continue to advocate for those we serve. Join a team where you can make a difference in advancing our mission to serve our older adults, while we commit to creating a place where everyone belongs.

Pay: The targeted pay range for this job is $32.00 - $36.00 per hour. Ecumen considers a variety of factors when determining new hire pay including experience, qualifications, and, when applicable, certifications, licenses, and education.

Benefits: Ecumen offers a comprehensive benefits package to our full-time team members including medical, dental, vision, flexible spending and health savings accounts, life & disability insurance, paid time off benefits, a generous 6% 401(k) match, and other well-being resources. Learn more at https://www.ecumen.org/find-a-career/benefits/.

Work Location:This role offers a hybrid schedule and requires availability to work onsite in our Shoreview, Minnesota location 2 - 3 days each week.

1. Organizes and prioritizes administrative work, including management of a complex executive calendar, communications, and scheduling for the SVP, Chief Nursing & Operations Officer; work is frequently confidential and time-sensitive.
2. Manages meeting processes end-to-end, including agenda development, pre-read distribution, note capture, and action-item tracking to drive follow-through and accountability
3. Prepares, composes, and designs correspondence and materials, including presentations, reports, spreadsheets, and meeting documentation; ensures accuracy, clarity, and professional quality of all outputs.
4. Schedules and coordinates logistics for meetings, leadership sessions, field visits, and training events, including space, travel, and vendor arrangements.
5. Establishes and maintains organizational systems, including executive files, documents, and tracking tools; ensures information is organized, accessible, and maintained in accordance with organizational requirements.
6. Supports execution of projects and strategic initiatives, working independently and in collaboration with cross-functional teams to coordinate timelines, communication, and deliverables.
7. Coordinates workflows and communication across clinical and operational teams, requiring the ability to understand and navigate clinical language, operational processes, and post-acute care workflows.
8. Manages sensitive and confidential information, exercising sound judgment and discretion while supporting executive-level decision-making and organizational initiatives.

Executive Assistant - Operations Minimum Required Qualifications:

• High school diploma or equivalent (GED)
• Three (3) years of executive administrative support experience
• Experience in a complex, multi-site organization
• High level of interpersonal skills to handle sensitive and confidential situations. Demonstrated poise, tact, and diplomacy.
• Attention to detail in composing, typing, and proofing materials, establishing priorities and meeting deadlines.
• Demonstrated ability to juggle multiple competing tasks and demands in a fast-paced environment.
• Ability to communicate effectively in both verbal and written formats.
• Proficient with Microsoft Office Suite.

Preferred Qualifications:

• Previous healthcare experience
• Executive administrative experience supporting C-Suite leaders
• Associate's or Bachelor's Degree
• Experience with Electronic Health Record systems