Executive Coordinator to SVP VP

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.

Position Overview
The Executive Coordinator provides high-level administrative support to the VP of Talent, Learning and Capabilities Delivery, VP of Talent, Stewardship, and Planning and the VP of Learning, Culture and Employee Experience, ensuring smooth operations and effective coordination of executive activities. This role involves managing complex schedules, handling sensitive information, preparing reports, and serving as a key liaison between the executive team and internal/external stakeholders. 

Key Responsibilities

• Administrative Support: Manage executive calendars, coordinate meetings, and schedule appointments. Prioritize and ensure the timely response to inquiries and requests.
• Communication Management: Draft, proofread, and edit emails, reports, presentations, and other communications on behalf of executives. Maintain confidentiality of sensitive information.
• Meeting Coordination: Organize and prepare materials for meetings, including agendas, presentations, and follow-up actions. Attend key meetings to take minutes and ensure follow-up on action items.
• Travel Arrangements: Coordinate complex domestic and international travel arrangements, including itineraries, accommodations, and logistics.
• Liaison Role: Serve as the point of contact for internal teams, external partners, and stakeholders, ensuring clear communication and appropriate follow-up.
• Project Management: Assist in tracking project deliverables and timelines, supporting the executive team in monitoring and achieving strategic goals.
• Event Coordination: Assist with planning and coordinating executive-level events, board meetings, and company functions.
• System and Processes Management: Oversee the management of key systems and processes, including onboarding and offboarding of team members, handling invoices and purchase orders, processing legal documents, and managing expenses to ensure smooth and efficient operations across all administrative functions.

Qualifications

• Education: Bachelor’s degree preferred or equivalent experience in business administration, finance, or a related field.
• Experience: 3-5 years of experience providing executive-level administrative support, with some experience in managing budgets, invoices, and purchase orders.

Personal Attributes

• Proactive: Anticipates the needs of the executive team and acts accordingly.
• Adaptable: Thrives in a dynamic environment with shifting priorities.
• Collaborative: Works well with others, fostering teamwork and open communication.
• Dependable: A reliable self-starter with a strong work ethic.

Work Environment
This position is fully remote, with occasional travel required to support executive events and meetings. Flexibility with hours may be needed to accommodate the executive’s schedule across different time zones.