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Urgent! Program Assistant – Executive Assistant to Hospital Leadership Job Opening In Fort Collins – Now Hiring Colorado State University

Program Assistant – Executive Assistant to Hospital Leadership



Job description

This position is the primary liaison for the Hospital Director, Managing Director and Chief Medical Officers.

Using outstanding communication skills, attention to detail and discretion with sensitive or confidential information, this position triages high-level administrative concerns on behalf of the Directors/CMOs, determines priority levels for urgent matters, emergencies and safety concerns.

Position coordinates schedules and books meetings for Hospital Director and CMOs; travel processing for leadership and locum coverage; coordinates communication with VHS communications manager; coordinates logistics and agendas for meetings; develops professional content and coordinates regular communication to Clinical Services team as needed.

Develops data collection surveys including review, assessment and report creation for various initiatives such as annual faculty reviews and weekly caseload or schedule trending; data mining and assessment for special projects; interprets and explains program policies and procedures; manages tour guides and schedules; manages push-to-talk phone system; backs up front office duties such as badges, keys and general inquiries; helps coordinate hospitality events; other special projects and miscellaneous duties as required.

Required Job Qualifications

  • Bachelors degree

  • 3 or more years of relevant work experience, including:
    Supporting leaders
    Substantial experience in managing administrative responsibilities for executives
    Anticipating needs and providing comprehensive support to drive the executives effectiveness and success
    Complex scheduling, travel, and meeting arrangements for executives
    Maintaining a high level of confidentiality and discretion

  • Evidence of strong customer-service orientation, interpersonal skills, and professionalism

  • Experience with project planning and execution

  • Demonstrated autonomous, proactive problem-solving skills and experience anticipating needs

  • Demonstrated exceptional detail orientation and organizational skills

  • Demonstrated ability to handle multiple tasks and prioritize projects efficiently and effectively

  • Proven excellence in written and verbal communication

  • Demonstrated proficiency in Microsoft Office Suite and demonstrated adeptness at learning new technology and software

  • Demonstrated ability to learn quickly
  • Preferred Job Qualifications
  • Experience with data mining and report creation.

  • Experience with Qualtrics or other survey systems.

  • Experience with hospitality planning.

  • Advanced skills with technology.

  • Experience with AI
  • Essential Duties Job Duty Category Program Management Support Duty/Responsibility
  • Support for the Hospital Director, Managing Director and CMOs. 

  • Using outstanding communication skills, attention to detail and discretion with sensitive or confidential information, this position triages high-level administrative concerns on behalf of the Directors/CMOs, determines priority levels for urgent matters, emergencies and safety concerns.


  • Position coordinates schedules and books meetings for Hospital Director, Managing Director and CMOs; travel planning and itinerary development; travel processing for locums and leadership.


  • Coordinates communication with VHS communications manager; coordinates logistics and agendas for meetings including meeting minutes; develops professional content and coordinates regular communication to Clinical Services team.


  • Provides survey creation, data collection, review, assessment and report creation for various initiatives; data mining and assessment for special projects; interprets and explains program policies and procedures; other special projects or duties as required.
  • Percentage Of Time 70 Job Duty Category Office Support Duty/Responsibility
  • Provides backup coverage for greeting office visitors and answering incoming phone calls.


  • Provide answers or determine the appropriate person to contact for answers.


  • Act as a liason for parking issues for the VTH and parking services.


  • Manage tour scheduling and tour guides and adjust program as needed.


  • Provide administrative support and maintain calendars for the Hospital Director and CMOs as needed.


  • Schedule meetings and book rooms as needed.


  • Call building problems into appropriate maintenance group and support building proctor activities as co-proctor and fire drill/emergency gathering area representative.


  • Phone system administration including PTT phones.


  • Oversee security badge, C-Cure door and key systems.


  • Responsible for all Hospitality/Event planning.

    Other miscellaneous projects or duties as assigned or required.
  • Percentage Of Time 30 Application Details


    Required Skill Profession

    Secretaries And Administrative Assistants



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