Administrative Assistant I

About The Company

Sentara Norfolk General Hospital in Norfolk, VA is a leading 525-bed tertiary care hospital known for a wide array of specialized medical services. It serves as the main teaching hospital for Eastern Virginia Medical School and offers advanced treatment in areas such as cardiovascular care, neurosciences, oncology, urology, spine care, behavioral health, and women's health. The hospital is distinguished as the only Level I Adult Trauma Center and burn trauma unit in the Hampton Roads region, and it is recognized as a Magnet hospital for nursing excellence and an accredited Comprehensive Stroke Center. Additionally, it hosts the Nightingale Regional Air Ambulance and various specialized units, enhancing its role as a regional healthcare leader.

Position Overview

We are recruiting a full-time Administrative Assistant I to join the Cardiac Nursing Management team. This essential administrative role supports senior leadership including senior directors within the department by performing clerical duties aimed at maximizing operational efficiency and facilitating clear communication. Key responsibilities include managing calendars, coordinating meetings, drafting reports, managing correspondence, and serving as the primary contact for internal and external inquiries. Handling sensitive information with confidentiality and professionalism is critical.

This position operates on a weekday schedule from 7:00 a.m. to 3:30 p.m., supporting a high-performing cardiac care team through effective administrative assistance.

Qualifications

• Minimum of high school diploma or equivalent required, associate or bachelor's degree preferred
• At least 4 to 6 months of experience in office or operational systems
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) highly preferred
• Previous experience as an administrative assistant or secretary supporting director-level personnel is strongly preferred
• Excellent organizational skills necessary
• Experience with EPIC clinical system is advantageous
• Familiarity with clinical operations is a plus

Responsibilities

• Support department managers and staff with scheduling, calendar management, and other administrative duties
• Serve as the initial contact point for both internal and external communication with professionalism
• Arrange meetings, including agenda preparation, room booking, and distribution of materials
• Prepare, review, and edit reports and correspondence ensuring accuracy and professionalism
• Manage incoming correspondence and calls, prioritizing timely responses
• Maintain confidentiality and uphold privacy standards regarding sensitive information
• Organize and maintain department files and documentation for compliance and retrieval
• Assist with training and onboarding new administrative staff members
• Work collaboratively with administrative teams across departments to enhance workflow efficiency
• Use EPIC and other clinical systems to assist administrative functions related to cardiac care operations

Benefits

• Extensive medical, dental, and vision insurance coverage
• Up to $10,000 reimbursement for adoption, fertility, and surrogacy expenses
• Paid time off along with sick leave
• Paid parental and family caregiver leave
• Emergency backup care services
• Short- and long-term disability insurance and critical illness coverage
• Life insurance benefits
• 401(k)/403(b) retirement plans with employer matching contributions
• Tuition assistance of up to $5,250 per year and discounts on educational programs via Guild Education
• Student debt repayment program up to $10,000
• Certification reimbursement and complimentary continuing education units and professional development resources
• Pet insurance
• Access to legal resources
• Potential for an annual discretionary bonus, subject to eligibility

Equal Opportunity Employer

The hospital is an equal opportunity employer committed to diversity and inclusion. It does not discriminate based on race, color, religion, gender, sexual orientation, gender identity, age, national origin, disability, veteran status, or any other protected characteristic. The organization fosters an equitable and supportive environment where all employees are respected, valued and empowered to contribute to the mission of improving health.