Executive Assistant

Description

SALARY

$50K - $65K

POSITION PURPOSE

The Executive Assistant provides support to the executive director. Duties may include administrative support; clerical assistance with correspondence; scheduling, assistance with board activities; special projects and routine and non-routine office related functions.

ESSENTIAL FUNCTIONS & BASIC DUTIES

1. Assists the Executive Director with scheduling needs. Creates and maintains database and spreadsheet files. Performs complex and confidential secretarial functions, including developing and typing written correspondence. Responds to routine external correspondence. Types memos, purchase requisitions, payment requests and other department forms and documents. 
2. Supports the operations and administration of organization by advising and informing the executive director.
3. Organizes programs, events, meetings, or conferences by arranging facilities and caterers, issuing information or invitations, coordinating speakers and controlling even budget.
4. Prepares agendas, notices, minutes, and resolutions for Board of Directors and Executive committee meetings. Maintains monthly calendar of all meetings and Board of Directors contact information.
5. Arranges complex and detailed travel plans and itineraries, compiles documents for travel-related meetings.
6. Works with other management team members to accomplish organizational goals.
7. Demonstrates the ability to handle multiple tasks.
8. Answers phone takes messages and answers all routine and non-routine questions.
9. Works independently and within a team on special and nonrecurring and ongoing projects. Acts as a project manager for special projects, at the request of the executive director, which may include planning and coordinating multiple presentations, disseminating information, and organizing companywide events.
10. Manages inventory of company letterhead, and other printed materials.
11. May perform other related and non-related duties as assigned and agreed upon by both parties.
12. Determines strategies and develops security plans that meet both state and federal laws associated with protecting electronic personal health information. 
13. Demonstrates a thorough knowledge of HIPAA requirements and information systems security to develop plans that can maintain the confidentially, integrity and availability of electronic medical information.
14. Designs a HIPAA strategy collaborating with human resources and information technologies to develop a training program for employees to raise awareness of security risks and threats.
15. Continuously validates the integrity of technology safeguards and workplace policies with audits concluding with a final report which details vulnerabilities and compliance concerns. 
16. Identifies and implements the necessary actions to address each vulnerability and compliance concern.
17. In the event of a breach; investigates the breach event and takes actions to both stop the existing breach and prevent future occurrences.
18. In the event of a breach; establishes an incident response team, assigning specific roles and responsibilities to all members. 
19. Collaborates with the incident response team to develop procedures for responding to security incidents.
20. Oversees all functions and operations related to the upkeep, repair, and improvement of facilities, grounds and fleet.
21. Collaborates with facilities manager to upgrade the effectiveness and efficiency of maintenance and custodial staff.
22. Plan and oversee the bidding process of projects including development of bid specifications.
23. Maintains contractor/vendor files by updating documents as needed and collecting W-9 and WC Certificates of Insurance or WC Waivers
24. Develops and maintains budgets for capital outlay projects.
25. Develops and maintains annual budgets for buildings and grounds and fleet.
26. Collaborates with contracted IT vendor to direct and coordinate development and other activities of computerized management information systems at multiple facilities.
27. Installs, configures and troubleshoots computer systems for multiple facilities.
28. Collaborates with contracted vendors to design, specify, configure, install, and maintain local area network hardware, software, and telecommunications services such as personal computers, system software, software applications, printers, servers, routers, bridges, switches, modems, cabling, and Internet service and other providers.
29. Develops and implements policies and procedures related to network hardware and software acquisition, use, support, security, and backup.
30. Resolve software, hardware, and operations problems.
31. Collaborates with executive director to accomplish company goals concerning i