Executive Assistant

Job Description

Job Description

Summary of Position

The Executive Assistant (EA) provides administrative and programmatic support to the Chief Executive Officer (CEO) with an emphasis on general administrative support for the leadership team, Board relations and compliance. The EA will also assist with marketing and human resource functions. This role is responsible for the coordination of activities and information flow for the leadership team, managing multiple tasks and projects with competing priorities and deadlines, screening and prioritizing communication from external and internal sources, organizing and maintaining day-to-day tasks, scheduling, and ongoing projects.

Principal Duties and Responsibilities

1. Performs a wide variety of administrative and clerical duties to assist with general operations, from typing documents, preparing spreadsheets, assembling reports, scheduling meetings and making travel arrangements, taking minutes, processing incoming and outgoing mail, answering and returning phone calls, photocopying, faxing, filing, and ordering supplies.
2. Manage the CEO’s schedule to include coordinating arrangements for the CEO and guests, managing preparation materials for meetings, equipment, travel and expenses as necessary.
3. Schedules and coordinates meetings, events, appointments, travel and lodging and activities for the leadership team.
4. Adhere to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format.
5. Assists with providing administrative support for all Board of Directors activities including but not limited to coordinating board and committee meetings and communications; preparing and distributing agendas and meeting materials; recording and distributing minutes for assigned meetings; maintaining appropriate documentation and files and ordering refreshments/meals for Board meetings.
6. Assists with implementation of the marketing plan, including preparing creative and professional presentations, brochures, scripts for advertisements, newsletters, posters and other marketing and promotional materials; works with advertising and promotional vendors; maintains photographic files and releases for marketing purposes.
7. Assists Human Resources & Compliance with credentialing of all licensed employees.
8. Handles Board, staff, patient, donor, and other information and communications with strict confidentiality, courtesy, and diplomacy.
9. Assures that revision of administrative policies and procedures occur according to designated schedule; maintains archived policies and procedures for the purposes of retention and distribution on the shared drive.
10. Creates and maintains accurate administrative files, contract databases, and other documents as necessary.
11. Meets regularly with CEO concerning daily assignments and progress on requests; prioritizes CEO's tasks and own work for the day and the week; ensures that the CEO is informed regarding schedule of appointments, project progress, etc.
12. Responsible for performing other duties as assigned by Chief Executive Officer.

• Ability to safeguard sensitive matters with a high level of confidentiality and discretion, especially decisions directly impacting the personnel and/or operations of the organization.
• Ability to strongly embrace and personify the mission of the CHCGD
• Excellent customer relations skills
• Ability to organize and prioritize work appropriately; must be able to manage multiple and overlapping projects
• Clerical skills acquired either through experience or through academic training
• Requires experience and demonstrated abilities for working in a multi-cultural, fast-paced setting
• Ability to collaborate and interact with a diverse group of health care professionals
• Ability to work independently and be self-directed.
• Maintains professional appearance and demeanor.

• Associate’s Degree and one (1) or more years performing office related duties.
• Proficient in MS Office applications, including Word, Power Point and Excel
• Experience working in a non-profit setting desirable
• Project Management skills or experience preferred