Executive Assistant - Executive Director's Office

Job Overview

We are seeking a highly organized and proactive Executive Assistant to support the Office of the Executive Director. The Executive Assistant provides high-level administrative, organizational, and project support to the Executive Director and serves as a key administrative resource for the Executive Director's Office. This position manages complex scheduling, correspondence, meeting coordination, Board support activities, document preparation, executive communications, and special projects while maintaining the highest level of professionalism, confidentiality, and discretion.

The Executive Assistant serves as a liaison between the Executive Director, Board of Directors, leadership team, employees, community partners, and external stakeholders to facilitate effective communication and organizational operations. The position supports strategic initiatives, governance activities, regulatory compliance, and operational priorities while promoting the mission, vision, and values of Capstone Health.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Executive Administrative Support

• Manage the Executive Director's calendar, appointments, meetings, and travel arrangements.
• Coordinate and prioritize requests for meetings and appointments.
• Prepare correspondence, reports, presentations, agendas, meeting materials, and executive communications.
• Screen telephone calls, emails, visitors, and inquiries, exercising sound judgment in determining appropriate responses.
• Maintain confidential executive files, records, and organizational documents.
• Coordinate special projects and follow up on assignments issued by the Executive Director.
• Monitor deadlines and assist the Executive Director in managing priorities and commitments.

Borad of Directors Support and Liaison

1. Coordinate Board and committee meetings.

2. Prepare meeting agendas, Board packets, presentations, and supporting documentation.

3. Record and distribute Board and committee meeting minutes.

4. Maintain Board records and governance documents.

5. Coordinate Board communications and logistical arrangements.

Executive Office Operations

1. Assist with development and maintenance of executive reports and organizational dashboards.

2. Coordinate executive correspondence and document management.

3. Maintain executive office filing systems and records.

4. Assist with policy and procedure document management.

5. Coordinate leadership meetings and organizational events.

6. Support executive office purchasing and administrative functions.

Project Coordination

1. Coordinate assigned strategic initiatives and organizational projects.

2. Monitor project timelines and communicate status updates.

3. Compile data and prepare reports for executive review.

4. Assist with research and information gathering.

5. Coordinate cross-functional meetings and follow-up activities.

Communication and Relationship Management

1. Serve as a professional liaison between the Executive Director and internal and external stakeholders.

2. Maintain positive working relationships with employees, leadership, Board members, community organizations, governmental agencies, and business partners.

3. Exercise diplomacy, professionalism, and discretion in all communications.

4. Respond appropriately to inquiries while maintaining confidentiality.

Quality, Risk Management, and Compliance

1. Adhere to organizational quality improvement, compliance, risk management, information security, and performance improvement programs.

2. Maintain strict confidentiality of executive, employee, patient, financial, legal, and organizational information.

3. Support organizational compliance with HRSA, FTCA, HIPAA, and applicable regulatory requirements.

4. Report compliance concerns, operational risks, information security concerns, and other issues through established organizational reporting channels.

5. Support audit activities and document retention requirements as assigned.

Professionalism and Collaboration

1. Demonstrate professionalism, integrity, sound judgment, and exceptional customer service.

2. Promote the mission, vision, and values of Capstone Health.

3. Participate in organizational meetings, training, and professional development.

4. Perform other duties as assigned.

MINIMUM QUALIFICATIONS:

EDUCATION

Required

· Associate degree in Business Administration, Office Administration, Healthcare Administration, Public Administration, Communications, or a related field.

Preferred

· Bachelor degree in Business Administration, Healthcare Administration, Public Administration, or a related field.

EXPERIENCE

Required

· Minimum of three (3) years of progressively responsible executive administrative support experience.

· Experience supporting senior executives or executive leadership teams.

· Experience coordinating complex calendars, meetings, travel, and executive communications.

Preferred

· Experience supporting a Chief Executive Officer, Executive Director, or Board of Directors.

· Experience in a healthcare, nonprofit, Federally Qualified Health Center (FQHC), or highly regulated environment.

· Experience preparing Board packets and recording official meeting minutes.

Knowledge, Skills, and Abilities

1. Exceptional organizational and time management skills.

2. Advanced written and verbal communication skills.

3. Strong proofreading and document preparation skills.

4. Ability to maintain strict confidentiality.

5. Advanced Microsoft Office proficiency (Outlook, Word, Excel, PowerPoint, Teams).

6. Ability to prioritize multiple competing demands.

7. Strong critical thinking and problem-solving skills.

8. Ability to exercise independent judgment within assigned authority.

9. Ability to establish productive relationships with diverse stakeholders.

10. Ability to prepare reports, presentations, correspondence, and meeting materials.

11. Ability to coordinate multiple projects simultaneously.

Physical Requirements

1. Ability to remain stationary for extended periods while performing administrative duties.

2. Ability to move throughout administrative offices and meeting locations.

3. Ability to communicate effectively in person, electronically, virtually, and by telephone.

4. Ability to operate computers and standard office equipment.

5. Occasional lifting and carrying of files, office supplies, and meeting materials up to 20 pounds.

6. Ability to perform the essential functions of the position with or without reasonable accommodation.

Work Environment

1. Work is performed primarily in an administrative office environment.

2. Frequent interaction with executive leadership, Board members, employees, community partners, vendors, and governmental agencies.

3. Frequent use of computers, office equipment, video conferencing technology, and business software.

4. Occasional evening meetings may be required to support Board meetings or organizational events.

ADDITIONAL REQUIREMENTS:

Bloodborne Pathogen Exposure

☒ Category III: Job duties do not involve occupational exposure to bloodborne pathogens.

Other Requirements

• Successfully complete required organizational orientation and compliance training.
• Maintain compliance with organizational confidentiality, information security, and records management requirements.
• Reliable transportation for occasional local travel as needed.

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person