Executive Assistant /CNO at Saratoga Hospital – Saratoga Springs, New York

🌟 Executive Assistant to the Chief Nursing Officer

🎯 About the Role: The Executive Assistant to the Chief Nursing Officer (CNO) provides high‑level administrative, operational, and technical support to ensure the efficient functioning of the CNO office. This role supports daily operations, coordinates communication across Nursing leadership, and partners with internal and external stakeholders to facilitate strategic and administrative priorities.

💰 Salary Range: $46,332 - $72,150

📌 Shift/Schedule: Full-time/Days/75 hours per pay period

💡 About Saratoga Hospital

At Saratoga Hospital, we’ve built a reputation for high-quality, compassionate care and a commitment to the health and well-being of our community. As part of the Albany Med Health System, we combine advanced technology with a deeply personal approach—creating a supportive environment for patients, staff, and providers alike. We believe that exceptional care starts with exceptional people.

🔍 What You’ll Do

Office Management & Administrative Support:

Provide comprehensive day‑to‑day administrative support to the CNO, including calendar management, meeting coordination, document preparation, and workflow prioritization.

Maintain office systems and processes, including file management, scheduling, and preparation of materials for internal and external meetings

Fiscal & Budgetary Coordination:

Coordinate fiscal operations for the CNO office, including invoice processing, reconciliation, tracking expenditures, and supporting annual budget development.

Data, Dashboards & Reporting

Compile monthly Nursing leadership reports (quality, patient experience, staffing, education, finance) by pulling data from stakeholders and systems; assist with creating executive‑ready visuals.

Track KPIs for the CNO office (e.g., meeting cadence, completion rates, budget status) and maintain a simple dashboard

Event Support & Special Projects:

Support planning and execution of Nursing Week activities, including event coordination, catering arrangements, technology needs, and vendor contracts.

Nursing Agency Contracts: Maintains oversight over all agency contracts and communicates directly with nursing leadership. Supplies nursing leaders with up-to-date information regarding the needs based o

HR/Workforce Support (non‑clinical/administrative)

Facilitate onboarding/offboarding for Nursing leaders (access, badges, systems, distribution lists, orientation schedules).

Support timekeeping, attendance exception forms, and credential/education tracking reminders in coordination with HR/Medical Staff Services.

Assist with recognition programs (DAISY, service awards) and leader communication around performance review timelines.

Communications & Stakeholder Engagement

Draft, edit, and format CNO communications (memos, slide decks, intranet posts); ensure alignment with organizational templates and brand.

Coordinate town halls, leadership rounding schedules, and follow‑up communications.

Serve as a point of contact for community relations, philanthropy, or academic partners as directed.

Project Management & Special Initiative

Provide light project management (project plans, milestones, RAID logs) for CNO‑sponsored initiatives (e.g., Magnet, shared governance optimization, documentation upgrades).

Track deliverables and prepare concise status updates for the CNO.

Coordinate meetings, conferences, special events, and executive travel logistics, ensuring all arrangements, materials, and technology needs are met.

Records Management & Confidentiality

Maintain secure, organized, and auditable records (contracts, minutes, personnel‑sensitive documents) in accordance with policy and retention schedules.

Uphold strict confidentiality and HIPAA/privacy standards in all communications and document handling.

Additional Duties:

Provide backup coverage and support to the Assistant to the President/CEO and Executive Assistant to the Vice President of Operations when required.

Participate in committees and workgroups as assigned by the CNO.

📋 What You Bring

Associate’s degree minimum, Bachelor’s Degree preferred. Minimum of 3 years in progressive levels of administrative and/or executive support roles and responsibilities.