Purpose of Position:

Reporting directly to the CEO, the Executive Coordinator provides executive support in a one-on-one working relationship by serving as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO and Deputy CEO. The Executive Coordinator also serves as the liaison to senior leadership team; organizes and coordinates executive outreach and external relations efforts and oversees special projects at the CEO and Deputy CEO level. The Executive Coordinator must be a self-starter, creative and enjoy working within a small, innovative environment that is mission-driven, results-driven, and community oriented. The Executive Coordinator must have the ability to exercise good judgement in a variety of situations, with strong written and verbal communication, administrative and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Coordinator must have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion. The Executive Coordinator must approach each day with a positive attitude and energy that is motivational and conducive to a positive work experience.

Contribution to Carevide’s Mission:

Carevide is a non-profit healthcare provider that provides services to thousands of underserved and uninsured individuals across the Northeast Texas area. The organization’s administrative function is instrumental in assuring the organization’s mission is successful by providing leadership, oversight, access to care, sustainable funding to support the mission, compliance with funding and regulatory requirements, efficient and effective operations, stewardship of state, federal and local resources and revenue generation, and operational support to the various Carevide locations and staff. It is essential that the Executive Leadership work effectively and efficiently to assure sustainability and success of the mission. The Executive Coordinator contributes to this goal by assuring that the Executive Leadership is supported in their roles, work/life balance can be achieved and that they can work to the top of their skill level at all times.

Essential Functions:

Executive Support

• Maintains confidentiality and protects the integrity of information of the Office of the CEO and Deputy CEO which might include information regarding compensation plans, HR matters, internal investigations, employee complaints, strategic plans of the organization, and other confidential information;
• Completes a broad variety of administrative tasks for the CEO and Deputy CEO, including: managing extremely active calendars of appointments; completing administrative paperwork; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; compiling documents for travel-related meetings; preparing minutes from team meetings and Board of Director’s meetings, and preparing research for CEO reports and presentations when needed;
• Plans, coordinates, and ensures the CEO’s and Deputy CEO’s schedule is followed and respected. Provides a “gatekeeper” role, creating win-win situations for direct access to the CEO’s and Deputy CEO’s time and office;
• Communicates directly, and on behalf of the CEO and Deputy CEO, with Board members and others on matters related to the CEO’s programmatic initiatives as directed by CEO and Deputy CEO;
• Researches, prioritizes and follows-up on incoming issues and concerns addressed to the CEO and Deputy CEO, including those of sensitive or confidential nature. Determines appropriate course of action, referral or response as required by CEO or Deputy CEO;
• Provides a bridge for smooth communication between the CEO and Deputy CEO’s office and internal departments; demonstrating leadership to maintain creditability, trust, and support with senior leadership staff;
• Works closely and effectively with the CEO and Deputy CEO to keep them informed of upcoming commitments and responsibilities, following up appropriately. Acts as a “barometer,” having a sense for the issues taking place in the organizational environment and keeping the CEO and Deputy CEO updated;
• Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the CEO and Deputy CEO, some of which may have organizational impact;
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting correspondence and other tasks that facilitates the CEO and Deputy CEO’s ability to effectively lead the company;
• Prioritizes conflicting needs; handles matters expeditiously, proactively and follows-through on projects to successful completion, often with deadline pressures;
• Maintains professional and technical knowledge by attending educational workshops, reviewing professional publications, establishing personal networks, and assuring skills are improved upon;
• Proactively anticipates the needs of the CEO and Deputy CEO and contributes to the effective team management of all-relevant problems, issues and opportunities.

Board Support and Liaison

• Assists Board Members with travel arrangements, lodging, and meal planning as needed;
• Maintains strictly a professional only relationship with Board Members that includes discretion and confidentiality;
• Adheres 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;
• Assists in preparation, organization, and reminders to staff of monthly board meeting materials and board packets;
• Oversees all aspects of the monthly Board of Director’s meeting to include board room preparation, zoom meeting setup, board packet preparation, etc.;

Senior Leadership Team Liaison

• Assists in coordinating the agenda of the Executive Leadership team meetings and off-site all staff meetings;
• Assist the Executive Leadership Team with administrative duties and special projects which may include some project management tracking, as needed;

Communications, Partnerships, and Outreach

• Assures that the CEO and Deputy CEO’s biography is currently updated and responds to requests for materials regarding the CEO and Deputy CEO and the organization in general as approved by CEO;
• Works with Marketing Manager to compile and edit written communications to external stakeholders that involve the CEO and Deputy CEO;

This job description shall include, but is not necessarily limited to, the above duties. May temporarily perform other duties assigned to maintain operations and services.

General Qualifications and Requirements:

Bachelor’s degree with a minimum of two years administrative experience. Administrative Assistant Certification or comparable experience.

Knowledge, Skills and Abilities:

· Ability to use discretion in the workplace;

· Proficiency in Microsoft Office (Outlook, Word, Excel and Power Point) and Adobe Acrobat;

· Proficiency in virtual meeting platforms;

· Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail;

· Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, and community at large.

· Expert written and verbal communication skills;

· Demonstrated proactive approaches to problem-solving and strong decision-making capability;

· Emotional maturity and ability to maintain a high-level of professionalism;

· Highly resourceful team-player, with the ability to also be extremely effective independently;

· Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer service and response;

· Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment;

· Ability to anticipate needs;

· Forward looking thinker who actively seeks opportunities and proposes solutions;

Supervision of Personnel:

None

Reports to: Chief Executive Officer

Job Type: Full-time

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person