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Summary

The Executive Assistant & Associate Chief of staff or administrative lead provides high-impact strategic and operational support to the Regional Hospital President and Regional Chief Medical Officer. This role orchestrates the regional operating cadence, drives follow-through on key initiatives, and serves as a communication and coordination hub across clinical and administrative teams. The ideal candidate combines discretion and executive presence with strong project management, data fluency, and a deep understanding of hospital operations and clinical governance.

Key Responsibilities

Executive Support & Gatekeeping (Dual-Executive)

Manage complex calendars, prioritize strategic meetings, and protect focus time for both executives.

Triages requests, routes workflows, and ensures decision readiness with concise briefs, context, options, and risks.

Handle sensitive information with strict confidentiality and sound judgment.

Strategic Alignment & Operating Rhythm

Establish and run a disciplined regional cadence: leadership huddles, scorecard reviews, board/committee prep, medical staff meetings.

Translate strategic priorities into execution plans with timelines, owners, metrics, and RACI clarity.

Maintain an integrated executive view of initiatives and dependencies.

Clinical Operations & Quality Liaison (Support to CMO)

Coordinate quality/safety dashboards and summaries (e.g., mortality, infections, readmissions, patient safety events).

Support accreditation readiness (Joint Commission/state), policy updates, corrective action plans, and survey logistics.

Organize clinical governance (peer review, credentials/privileging, medical executive committee agendas, minutes, actions).

Draft urgent clinical advisories and standardized communications.

Market Operations & Growth (Support to President)

Track access and throughput metrics (ED flow, LWBS, OR utilization, inpatient LOS) and summarize insights.

Coordinate service line and network development meetings (physician groups, post-acute partners, payers).

Prepare exec-ready summaries for productivity, cost initiatives, payer mix, and growth KPIs.

Board, Medical Staff, and Governance Support

Own timelines, drafting, and quality control for board/committee agendas, decks, and packets.

Coordinate medical staff, quality, finance, and ethics committees, record minutes and track action items to closure.

Provide status updates and decision logs to both executives.

Communication & Stakeholder Engagement

Ensure unified, consistent messaging across administrative and clinical leadership.

Serve as liaison to physicians, nursing leaders, service line leads, payers, and community partners.

Craft change-management communications and town hall materials for operational or clinical updates.

Project & Program Management

Run PMO-lite routines: project charters, timelines, risk/issue logs, stand-ups, and checkpoints.

Align cross-functional teams (nursing, ancillary, IT, finance, facilities, physician groups) on deliverables.

Identify bottlenecks, propose options, and schedule rapid-resolution huddles.

Data, Analytics, and Decision Support

Curate a unified executive scorecard (quality, safety, experience, access, growth, financials).

Synthesize trends, root causes, and actionable recommendations; define targets and leading indicators.

Track benefits realization of initiatives and escalate risks early.

Meeting Management & Action Tracking

Prepare agendas, pre-reads, decision memos; confirm objectives and expected outcomes.

Maintain transparent action trackers with owners, deadlines, and dependencies.

Issue meeting summaries within 24 hours, highlighting decisions, risks, and next steps.

Administrative Excellence

Manage complex travel and multi-site logistics; optimize costs and time.

Process expenses timely and accurately; maintain budget awareness for executive offices.

Ensure version control and secure storage of decks, policies, minutes, and sensitive files.

Tools, Systems, and Enablement

Own shared calendars, Teams channels, dashboards, trackers, and templates.

Standardize and automate repetitive workflows (intake forms, status reports, scorecards).

Maintain a living repository of decisions, SOPs, and governance artifacts.

Qualifications/Preferred

Education: Bachelor’s degree preferred; Business, or related field preferred.

Experience: 5+ years in executive support, project/program management, or operations in healthcare; experience supporting clinical leaders strongly preferred.

Healthcare Knowledge: Familiarity with hospital operations, quality and safety programs, accreditation (e.g., Joint Commission), medical staff governance, and clinical workflows.

Technical Skills: Advanced Microsoft 365 (Outlook, Teams, PowerPoint, Excel/SharePoint), dashboarding tools; basic data analysis and visualization proficiency.

Communication: Exceptional written and verbal communication; executive-level presentation skills.

BENEFITS

Our competitive benefits package includes the following

- Immediate eligibility for health and welfare benefits

- 401(k) savings plan with dollar-for-dollar match up to 5%

- Tuition Reimbursement

- PTO accrual beginning Day 1

Note: Benefits may vary based upon position type and/or level

QUALIFICATIONS

- EDUCATION - Associate's or 2 years of work experience above the minimum qualification

- EXPERIENCE - 5 Years of Experience

As a health care system committed to improving the health of those we serve, we are asking our employees to model the same behaviours that we promote to our patients. As of January 1, 2012, Baylor Scott & White Health no longer hires individuals who use nicotine products. We are an equal opportunity employer committed to ensuring a diverse workforce. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.