Children's Hospital Medical Center is hiring: Senior Executive Assistant in Cinc
Children's Hospital Medical Center, Cincinnati, OH, US, 45208
Sr. Executive Assistant - Mental and Behavioral Health Institute (MBHI)
Salary & Benefits: $57-72K, 30 days of paid-time-off annually, health benefits available day 1.
The Mental and Behavioral Health Institute is a recently established institute within Cincinnati Children's that combines three divisions: Behavioral Medicine and Clinical Psychology, Child and Adolescent Psychiatry, and Developmental-Behavioral Pediatrics.
The newly created position of Sr. Executive Assistant at the MBHI will provide secretarial and administrative support to the Institute Director as well as support for large meetings for the Program Director. The position will use business software applications (e.g., word processing, presentation and spreadsheet) to prepare correspondence, reports, presentations, agendas, minutes, etc. for a variety of audiences ranging from internal groups within Cincinnati Children's to Board members, community partners, and national organizations. The position will receive, screens, and direct incoming calls, visitors, mail, and email. The position will maintain files, records, calendars, Teams sites, and strategic planning documents. In addition, the position will arrange business travel, coordinate external meeting arrangements, and/or track expenses.
The position promises creative opportunities to provide feedback on what systems and tools are working or need improvement and to develop templates, processes, and approaches for the new MBHI. The person must be able to adjust quickly to evolving priorities and shifting timelines.
Job Responsibilities
- MBHI Infrastructure Development and Refinement - Assist in setting up administrative systems, including scheduling tools, document management, templates, processes (e.g., Standard Operating Procedures), and communication protocols. Coordinate early planning meetings and track foundational decisions. Support the development of mission, vision, and strategic priorities for the department. Identify gaps in administrative processes and propose solutions. Help establish communication channels with internal and external stakeholders. Coordinate introductory meetings and networking opportunities. Help onboard new team members and coordinate initial training or orientation. Establish and implement reporting systems. Establish office procedures and initiate development of related policies, practices and services.
- Coordination - Coordinate work, schedules, activities, information, and processes. Prioritize tasks. Schedule travel including multiple individuals and locations taking into account budget, travel preferences, and time constraints. Act independently with limited information to integrate multiple complex calendars for cabinet level individuals to fulfill internal and external commitments. Schedule and coordinate conferences, meetings and interviews using judgment about time management and time constraints. Continually adjust to changing priorities that have broad organizational impact and ensure appropriate follow-up. Support complex projects and processes from concept through completion that have organizational impact and/or external constituents. Independently identify resources and practical processes for completing projects; make recommendations to appropriate personnel. Maintain CV and CME records for Institute Director.
- Communication - Develop and maintain efficient internal communication processes to support the activities of the institute, including the monthly BMHI communications. Communicate effectively with executive level personnel. Participate as department/program representative at meetings, relay relevant information, and provide necessary follow up. Act as a liaison with external organizations and leaders. Represent the department/program head as an agent to handle procedural issues, take action, and communicate results back to the appropriate person. Diffuse crises or critical situations in the absence of the Institute Director in conjunction with the Program Director. Act as a gatekeeper, directing people appropriately, deciding upon priority of requests/situations, and escalating as needed to responsible manager. Take ownership of issues and concerns communicated to the department/program and provide follow-up to bring issues to conclusion. Ensure important operational information regarding the division/program is communicated to appropriate staff. Speak in public as a representative of the department.
- Finance/HR - Complete and process forms, documents, and reports. Maintain personnel files. Participate in the interview process for administrative staff. Prepare HR forms for signatures. Monitor budget expenditures; identify and research variances/problems. Assist in tracking and monitoring revenue, expense, and allocations. Provide updates on expenses for specific programs in applicable reports., including those for donors. Track funding and maintains accurate balances in funds and accounts. Research information for major purchases. Assist with annual budget preparation.
- Technology - Use software applications to create and edit workbooks, documents, and presentations. Understand the functions of software used in the department and uses this knowledge to organize information. Produce queries from databases and reviews data to look for variances.
- Writing/Editing - Compose and distribute documents. Initiate correspondence as division/department representative in response to requests of executives. Take and prepare minutes, reviews, and distributes independently. Prepare board packets. Research data and compile reports. Compose and edit documents such as newsletters and proposals.
Work has organization wide impact and routine responsibility to triage requests including confidential and sensitive information through support of the Institute Director.
Job Qualifications
- High school diploma or equivalent
- 5+ years of work experience in a related job discipline
- Experience providing administrative support to c-suite executives in a healthcare setting preferred
Primary Location
Burnet Campus
Schedule
Full time
Shift
Day (United States of America)
Department
Mental Health Institute Admin
Employee Status
Regular
FTE
1
Weekly Hours
40
*Expected Starting Pay Range
*Annualized pay may vary based on FTE status
$56,846.40 - $72,488.00
Market Leading Benefits Including*:?
- Medical coverage starting day one of employment
- Competitive retirement plans
- Tuition reimbursement for continuing education
- Expansive employee discount programs through our many community partners
- Shift Differential, Weekend Differential, and Weekend Option Pay Programs for qualified positions
- Support through Employee Resource Groups such as African American Professionals Advisory Council, Asian Cultural and Professional Group, EQUAL - LGBTQA Resource Group, Juntos - Hispanic/Latin Resource Group, Veterans and Military Family Advocacy Network, and Young Professionals (YP) Resource Group
- Physical and mental health wellness programs
- Relocation assistance available for qualified positions
*Benefits may vary based on FTE Status and Position Type
About Us
At Cincinnati Children's, we come to work with one goal: to make children's health better. We believe in a holistic team approach, both in caring for patients and their families, and in advancing science and discovery. We strive to do better and find energy and inspiration in our shared purpose. If you want to be the best you can be, you can do it at Cincinnati Children's.
Cincinnati Children's is:
- Recognized by U.S. News & World Report as a top 10 best Children's Hospitals in the nation for more than 15 years
- Consistently among the top 3 Children's Hospitals for National Institutes of Health (NIH) Funding
- Recognized as one of America's Best Large Employers (2025), America's Best Employers for New Grads (2025)
- One of the nation's America's Most Innovative Companies as noted by Fortune
- Consistently certified as a great place to work
- A Leading Disability Employer as noted by the National Organization on Disability
- Magnet designated for the fourth consecutive time by the American Nurses Credentialing Center (ANCC)
We Embrace InnovationTogether. We believe in empowering our teams with the tools that help us work smarter and care better. That's why we support the responsible use of artificial intelligence. By encouraging innovation, we're creating space for new ideas, better outcomes, and a stronger futurefor all of us.
Comprehensive job description provided upon request.
Cincinnati Children's is proud to be an Equal Opportunity Employer committed to creating an environment of dignity and respect for all our employees, patients, and families. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, genetic information, national origin, sexual orientation, gender identity, disability or protected veteran status. EEO/Veteran/Disability