Sunnyhill Inc.
Position Summary
Provide high-level administrative support by conducting research, preparing statistical reports, and handling information requests, as well as performing routine administrative functions. This position requires someone who can handle diverse data points and make decisions with clarity and precision. You must be adaptable, responsive, and able to manage rapid and evolving changes to the CEO’s priorities. Will use concepts and organization objectives to resolve the most complex issues with institution-wide impact.
This position will also require constant, substantive decision-making as liaison between the CEO, executives, directors, and other operational leaders, conveying sensitive and confidential information on the CEO’s behalf. The individual will advise these parties regarding the protocol of departmental decisions as appropriate. Crucial elements of this position are confidentiality, tact, and discretion to handle highly sensitive matters for the CEO.
Essential Duties & Responsibilities
This list of essential functions is not intended to be limiting. Sunnyhill, Inc. reserves the right to revise this job description as needed to comply with actual job requirements. The essential duties reflect the general duties considered necessary to describe the principal functions of the job and shall not be considered as a detailed description of all work requirements that may be inherent in the job.
- Manage and maintain President and CEO’s schedule, including but not limited to meetings, appointments, and travel arrangements.
Interact with senior leadership and external partners, fostering strong relationships and facilitating effective communication. Act as a liaison between executives and other departments, clients, or partners. - Prepare invoices, reports, memos, letters, financial statements, and other documents, using word processing, spreadsheet, database, or presentation software.
Coordinate and direct office services, such as records, departmental finances, budget preparation, personnel issues, and housekeeping, to aid executives. - Prepare documentation for contracts, transactions, or regulatory compliance.
- Prepare responses to correspondence containing routine inquiries.
- Plan, prepare, and follow up on executive meetings, including creating agendas, taking minutes, and ensuring action items are addressed.
- Handle sensitive information with a high level of discretion and professionalism.
- Open, sort, and distribute incoming executive correspondence, including faxes and email.
- Prepare agendas and make arrangements, such as coordinating catering for luncheons, for committee, board, and other meetings.
- Conduct research, compile data, and prepare papers for consideration and presentation by executives, committees, and boards of directors.
- Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.
- Assist in managing special projects, tracking deadlines, and ensuring deliverables are met.
- Plan, prepare, and follow up on executive meetings, including creating agendas, taking minutes, and ensuring action items are addressed.
- Interpret administrative and operating policies and procedures for internal stakeholders.
- Set up and oversee administrative policies and procedures.
Meet with individuals, special interest groups, and others on behalf of executives, committees, and boards of directors. - Compile, transcribe, and distribute minutes of meetings.
Review operating practices and procedures to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures.
Education & Experience
- Bachelor’s degree or equivalent work experience.
- Five (5) years’ experience in operations management with demonstrated success in meeting financial goals in related fields such as hospital settings, hospitality, or equivalent combination of education or experience.
- Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources.
- 3 – 5 years of administrative experience required.
- 1 – 2 years’ experience supporting C-suite executives required.
Required Skills/Abilities & Qualifications
- Strong organizational and time-management abilities.
- Excellent verbal and written communication.
- Proficiency in office software (e.g., Microsoft Office Suite, Google Workspace).
- Problem-solving and multitasking capabilities.
- Attention to detail and ability to prioritize tasks effectively.
- Professional demeanor and discretion.
- Valid driver’s license and auto insurance (use of personal vehicle required at times).
- Acceptable background checks.
Physical Requirements
- Prolonged periods of sitting at a desk and working on a computer.
- Walking or standing to attend meetings, greet visitors, or manage office tasks.
- Occasional lifting, carrying, or moving of lightweight items (e.g., laptops, files, or office supplies) typically up to 20 pounds.
- Potential need to travel for business purposes, including accompanying the CEO or coordinating offsite events.