Executive Assistant

Primary Responsibilities:

Executive Management

• Schedule executive meetings and oversee meeting room schedule
• Handle all calls for appointments with CEO, inform CEO of requests and schedule as CEO requests
• Act as a liaison to internal and external groups
• Maintain office supplies and equipment, tickler files, and files for Executive Office
• Draft, pick up, route and handle correspondence as agreed with CEO (letters, memos, newsletters, flyers and reports)
• Prepare and disseminate Board meeting and Senior Management meeting minutes and follow-up procedures
• Ensure executive office mandatory training compliance and documentation

Staff Newsletter

• Produce and distribute the internal staff newsletter

Handle Events and Meetings

• Elicit information from CEO and other participants on the particulars of meeting and needs and coordinate satisfying those needs
• Assist others with arrangements for events in which CEO will participate as needed
• Schedule meetings for executive office as requested
• Handle any invoices or other billings for the executive office functions
• Assist Chief of Staff as meeting planner with external visiting groups

Other related duties

• Organize farewell events for departing staff as requested
• Complete forms to nominate community and/or health center personnel for awards as appropriate or requested
• Assist Board members with related community activities
• Work with Chief of Staff to administer donated funds
• Other duties and/or other locations as assigned

Qualifications and Skills:

• High school graduate with formal training in business or secretarial support.
•  An associate or bachelor’s degree or equivalent experience preferred.
• Required skills include word processing, proficiency with excel spreadsheets, access database a plus, strong written and ability to use specialized software for scheduling, attendance management, and reporting and electronic document review.
• Excellent analytical and problem-solving skills with attention to detail.
• Ability to maintain confidentiality.
• Ability to work with regulatory personnel and program directors.
• Proficient with Microsoft office with advanced knowledge of Excel and PowerPoint.