Sr Administrative Assistant – St. Mary's Hospital

Location-St Mary's Hospital

Position Overview

• Serves as the support partner for a fast-paced hospital executive suite, supporting multiple C-Suite leaders simultaneously
• Trusted partner to senior leadership…when this office runs well, the hospital runs well

C-Suite & Administrative Support

• Manages complex, high-volume calendaring for multiple C-Suite executives, including scheduling meetings, resolving conflicts, and anticipating needs
• Coordinates and tracks document signatures (DocuSign or similar), ensuring timely execution of contracts, approvals, and compliance documents
• Screens and prioritizes executive correspondence, calls, and requests with professionalism and discretion
• Prepares agendas, meeting materials, and follow-up action items for leadership meetings and board sessions
• Maintains organized filing systems (digital and physical) for executive records, contracts, and reports

Office & Administrative Operations

• Runs the day-to-day operations of the executive office to ensure seamless, uninterrupted workflow across the hospital
• Manages office supplies, vendor relationships, and facilities coordination for the executive suite
• Serves as the primary point of contact for internal departments and external partners reaching out to the C-Suite

Event Planning – Hospital-Wide

• Plans, coordinates, and executes hospital-wide events including town halls, leadership retreats, recognition ceremonies, and community events
• Manages all event logistics: venue booking, catering, AV, signage, RSVPs, run-of-show, and post-event follow-up
• Partners with department heads and external vendors to ensure events align with the hospital's mission and brand standards
• Handles events of varying scale — from intimate executive dinners to all-staff celebrations of 500+

Internal Communications Strategy

• Develops and manages a structured internal communications calendar to ensure timely and consistent messaging across the organization
• Drafts, edits, and distributes executive communications including newsletters, memos, announcements, and staff-wide updates
• Manages hospital TV display systems (digital signage) — creates, schedules, and updates content to keep staff informed and engaged
• Collaborates with department leaders to gather content and ensure messaging reflects organizational priorities
• Maintains a consistent voice and professional tone across all written and visual communications

Facilitation & Organization

• Facilitates executive meetings, cross-departmental working sessions, and leadership forums — manages agendas, keeps discussions on track, and captures key decisions and action items
• Creates and maintains tracking systems for commitments, follow-ups, and recurring deliverables across the C-Suite
• Coordinates logistics for committees, task forces, and interdepartmental initiatives involving executive sponsors

Small Project Management

• Leads and manages small to mid-size administrative and operational projects from initiation through completion
• Builds project timelines, assigns tasks, tracks milestones, and communicates progress to executive sponsors
• Identifies and resolves obstacles proactively, escalating appropriately when needed
• Interfaces with clinical and non-clinical departments to gather information, align stakeholders, and move projects forward

Qualifications

• 5+ years of executive administrative experience, preferably in healthcare or a similarly complex environment
• Demonstrated experience supporting C-Suite or senior leadership
• Exceptional written communication skills — able to write clearly and professionally on behalf of executives
• Proven track record in event planning and execution (hospital or large-organization setting a plus)
• Experience with digital signage platforms, internal communications tools, and document management systems
• Highly organized with the ability to manage competing priorities across multiple leaders
• Strong interpersonal and facilitation skills; comfortable in high-visibility, fast-moving environments
• Proficiency in Microsoft Office Suite, DocuSign, and project management tools (Asana, Monday, or similar)

As a Bon Secours associate, you're part of a Mission that matters. We support your well-being—personally and professionally. Our benefits are built to grow with you and meet your unique needs, every step of the way.

What we offer

• Competitive pay, incentives, referral bonuses and 403(b) with employer contributions (when eligible)
• Medical, dental, vision, prescription coverage, HSA/FSA options, life insurance, mental health resources and discounts
• Paid time off, parental and FMLA leave, short- and long-term disability, backup care for children and elders
• Tuition assistance, professional development and continuing education support

Benefits may vary based on the market and employment status.

All applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, sexual orientation, gender identity, age, genetic information, or protected veteran status, and will not be discriminated against on the basis of disability. If you'd like to view a copy of the affirmative action plan or policy statement for Bon secours – Youngstown, Ohio or Bon Secours – Franklin, Virginia; Petersburg, Virginia; and Emporia, Virginia, which are Affirmative Action and Equal Opportunity Employers, please email [email protected]. If you are an individual with a disability and would like to request a reasonable accommodation as part of the employment selection process, please contact The Talent Acquisition Team at [email protected]