Executive Support Manager

Description Colorado Hospital Association (CHA) is the leading voice of Colorado's hospital and health system community. Representing more than 100 hospitals and health systems throughout the state, CHA serves as a trusted, credible and reliable resource on health issues, hospital data and trends for its members, media, policymakers and the general public. Through CHA, Colorado's hospitals and health systems work together in their shared commitment to improve health and health care in Colorado. For more information on CHA, visit Position Summary: The Executive Support Manager reports to the Senior Vice President of Communications and is a key member of the Office of the President & CEO. This position provides high-level executive and administrative support to ensure the Office operates efficiently, professionally, and with strong follow-through across internal priorities and external relationships. As an extension of executive leadership, the Executive Support Manager exercises exceptional judgment, discretion, and organizational skills to manage competing demands in a fast-paced environment while representing CHA with urgency and professionalism to internal stakeholders, vendors, legislators, members and community partners. This position offers meaningful exposure to health care policy and administration through close work with hospital CEOs, board members, and senior stakeholders, supporting strategic initiatives and gaining insight into association and hospital leadership. The role requires in-office presence at least four (4) days per week to support executive needs, relationship management, and responsiveness to real-time priorities. Essential Job Duties and Responsibilities: • Maintain complex, high-volume executive appointments and scheduling using Outlook and Microsoft Teams including onsite/offsite meetings, speaking engagements, and other appointments. Proactively anticipates needs and conflicts, builds in preparation/travel time, and confirms logistics in advance to support smooth execution. Assists with managing the SVP and President's daily schedule and ensuring prioritized decision making, advance preparation, and timely arrival at appointments. • Prepare all administrative and logistical details of executive level committee meetings including Board of Trustees, CHA Executive Committee, CHA Executive Compensation Committee, Budget Committee, Nominating Committee, and Executive Leadership Team Meetings. Applies a systems-based approach to executive support by creating repeatable meeting workflows, templates, and checklists to ensure consistently high-quality meeting execution. Administrative duties may include, but are not limited to, scheduling meetings, arranging meeting spaces, room set up and clean up, preparing agendas, conference/video call set up and dial in, a/v needs, travel arrangements, catering, preparing presentations and handouts, and ensuring smooth facilitation of these meetings. • Timely preparation of meeting minutes in draft and final formats. Participation in committee meetings requires the ability to take handwritten or electronic notes to document discussions and transcribe. Writing style is formal and professional and strives to be flawless. Demonstrates high emotional intelligence, discretion, and sound judgment when documenting sensitive topics and executive discussions. • Coordinate travel arrangements, including flight, hotel and car rental with strong attention to pacing, time zones, meeting readiness, and contingency planning. • Maintain professional and positive relationships as an extension of both the SVP and the President with the American Hospital Association (AHA), committees, counsels, and boards and members. Many of the members this position works with are the senior leaders in their hospital or health system. Represents CHA executive leadership with professionalism, tact, responsiveness, and relationship-centered communication. • Monitor and track key staff transitions within the hospitals, ensuring accurate member contact information in the membership database, and coordinate the yearly update of the member desk directory and quarterly on-line directory. Proactively identifies information gaps and follows up with members/stakeholders to ensure records remain current. • Assist with member-related research projects such as preparing member profiles for President in advance of on-site visits. Anticipates the President's needs by preparing concise, decision-ready briefing materials and key context. • Create and maintain filing systems (electronic) to ensure ease in retrieving material and preservation. Maintains strong organizational systems and document standards to enable quick retrieval and continuity of executive support. • Draft member mailings, correspondence, agendas, memoranda, and other documentation as needed. Review correspondence and materials to ensure consistency and adherence to organizational style standards. • Complete, track and or submit: expenses, expense reports, purchase orders, and check requests. • Provide consistent, high-level support for daily and periodic departmental operations. Operates with strong prioritization skills in a fast-paced environment, balancing multiple competing requests with discretion and urgency. • Serve as secondary contact to support the organization's membership database, including updating contact information, ensuring data integrity and reporting. • Other duties as assigned. Supervisory: None Knowledge, Skills and Experience required (unless otherwise noted): • Bachelor's Degree or equivalent relevant experience; certifications preferred • Experience working with Board of Trustees and preparing meeting minutes • Minimum of 5 years high volume, fast paced executive level support in a professional office setting required • Intermediate to advanced proficiency of all Microsoft Office Suite products, i.e. Teams, Outlook, Word, Excel and PowerPoint required • Knowledge of internal office equipment, i.e. Zoom, Teams, copier, printing, required. • Non-profit or health care experience preferred Qualifications and Competencies: • Strong attention to detail and accuracy • Ability to work in collaboration with other teams • Demonstrated customer service orientation • Demonstrated organizational skills and personable positive attitude • Excellent written, verbal, and interpersonal communication skills • Ability to work well under pressure and within short deadlines • Analytical problem-solving ability • Ability to handle confidential or proprietary information and situations discreetly and professionally • Ability to work independently with limited supervision and to complete tasks on time • Professional telephone and email etiquette, professional appearance and demeanor, able to interact with all levels within the organization • Self-starter with a strong desire to learn • Maintains prompt and regular attendance Physical Demands / Work Environment: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Working conditions are normal for a fast-paced office work environment. Presentation of technical material in group settings required occasionally. Individuals may need to sit or stand as needed. Occasional weekend or evening work may be needed. Material and Equipment Directly Used: Personal laptop with Microsoft Office 365 software applications Virtual Meeting Software Copy machine and printer Hiring salary range: $30-40/hour, eligible for full benefit offering The hiring salary range represents a targeted starting salary based on candidate's experience, education, and/or skill level. The actual starting salary may be more or less depending on individual qualifications and does not represent the position's full salary range. NOTE: This job description is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the job. The employee will be required to follow any other instructions and to perform any other duties requested by their supervisor. Nothing in this job description shall create or is intended to create, or shall be construed to constitute a contract of employment, express or implied. Employees are held accountable for all duties of this job.

Created: 2026-03-04