Executive Program Coordinator/Executive Assistant I

We are more than a health system. We are a belief system. We believe wellness and sickness are both part of a lifelong partnership, and that everyone could use an expert guide. We work hard, care deeply and reach further to help people uncover their own power to be healthy. We inspire hope. We learn, grow, and achieve more – in our careers and in our communities.

Job Description Summary:

Reporting to the VP, Talent Acquisition and serving as an integral part of the executive’s team and department, the Executive Recruiting Coordinator will perform a multitude of duties to assist in the recruitment of executive level candidates and effectively execute strategic talent acquisition goals. This position will:
• Provides advanced, high-level administrative support to the assigned executive, OhioHealth’s internal executive/leadership recruiter, and executive rewards leader. Support includes but is not limited to daily coordination of scheduling, travel, and expense reports.
• Provides high-level administrative support to executive hiring leaders, the executive recruiters and executive level candidates, which includes coordination of interviews and travel, status update reports, initiation of relocation benefits, etc.
• Coordinate complex in-person and virtual interviews, agenda, and interview materials, including sending candidate feedback surveys, candidate interview preparation materials, and assessments.
• Coordinates and supports both the internal and external executive recruiter to ensure an exceptional experience for hiring managers and executive-level candidates. Provides day of on-site interview support for candidates and interviewers.

Responsibilities And Duties:

We do our best to clearly set role expectations, but as with most administrative support roles, the responsibilities and duties can change with the demands of the business. You can expect that your leader will do everything within their power to communicate any changes with you.
The following is meant outline the core responsibilities and duties of the role:
Calendaring: Provides complex and strategic calendar management for more than one executive and/or business leader; including scheduling, time management, organization and prioritization of appointments and meetings. Serve as the scheduling point of contact for executive-level interviews.
Communication Delivery and Management: Assists executives in prioritizing emails in a timely manner; receives and screens calls; manages and delegates information requests; prepares and proofreads correspondence, presentations, memos, research, etc.
Executive Recruiting Support:Provides strategic calendar management relating to the scheduling of executive interviews, for multiple hiring leaders and interview teams including interview scheduling, strategic calendar blocks, coordinate with executive recruiters to prioritize role support, coordination and/or scheduling of candidate travel, communication with external recruiters, etc.
Assists with external candidates’ travel planning and management and communicates with external candidates regarding plans.
Provides on-site candidate and interview support including reserving meeting rooms, tours, catering, engaging external partners, etc.
Manages communication between candidates, hiring managers, and interviewers, communicating things like interview schedules, expectations, sharing of job profiles, and resumes.
Partners with Shared Services Business Coordinator to help externally hired executives through pre-hire process. Works with hiring managers’ assistants to prepare onboarding plan and details.
Coordinates with Total Rewards on initiation of relocation requests where necessary.

Fiscal Support: Processes purchase orders, travel and expense reports, mileage, cash advances for travel, etc. in a timely and accurate manner, working as appropriate with Accounts Payable, Procurement and other fiscal offices, and using enterprise software systems (e.g., Concur, Workday).
Technology Application: Leverages and stays current on new or updated technologies introduced by the organization; operates specialty software and provides technological application guidance to executive and/or business leaders, as needed.
Document Management: Organizes paper and electronic records, which may include coordinating network/shared drives; organizes and retrieves information in a timely manner; securely manages confidential information in all forms; follows OhioHealth records retention policies and organizes long-term storage as appropriate.
Service Delivery: Anticipates executive’s needs and prepares; accordingly, interacts with customers, peers, OhioHealth associates and executive-level candidates with individual in mind and be responsive; balances autonomy with teamwork, particularly when supporting multiple executives and/or leaders.
Confidentiality and Discretion: Gains trust and respect by ensuring privacy and security of information; adheres to all information, privacy and security policies, procedures, standards, and guidelines.
Other Duties: May be assigned/required as needed, including leading or assisting projects as required.

Minimum Qualifications:

Associate's Degree (Required)

Additional Job Description:

MINIMUM QUALIFICATIONS

• Associate's Degree
• Field of Study: Business Administration or related field
• Years of experience: 5–7 years of progressive administrative or recruiting coordinator experience

Work Shift:

Day

Scheduled Weekly Hours :

40

Department

Talent Acquisition

Join us!
... if your passion is to work in a caring environment
... if you believe that learning is a life-long process
... if you strive for excellence and want to be among the best in the healthcare industry

Equal Employment Opportunity

OhioHealth is an equal opportunity employer and fully supports and maintains compliance with all state, federal, and local regulations. OhioHealth does not discriminate against associates or applicants because of race, color, genetic information, religion, sex, sexual orientation, gender identity or expression, age, ancestry, national origin, veteran status, military status, pregnancy, disability, marital status, familial status, or other characteristics protected by law. Equal employment is extended to all person in all aspects of the associate-employer relationship including recruitment, hiring, training, promotion, transfer, compensation, discipline, reduction in staff, termination, assignment of benefits, and any other term or condition of employment