Executive Assistant (47608)

Position Summary:

Under general supervision of the Chief Executive Officer (CEO), the Executive Assistant provides full administrative support to the CEO and Chief Operating Officer (COO) for administrative services. This position serves as a liaison between the Executive Team and the Board of Directors, including meeting planning, preparation, organizing, scheduling, documentation, and meeting minutes. The Executive Assistant maintains up-to-date administrative records management and retrieval system, i.e. manual or e-file, and performs duties with independence and minimal supervision while working on assignments, projects, and office activities within established guidelines and protocols. This position operates in a fast-paced, high-demand healthcare environment that often requires managing multiple priorities simultaneously. The Executive Assistant must be able to perform effectively under pressure, maintain confidentiality, and exercise sound judgment while meeting critical deadlines. The role frequently involves handling sensitive information, responding to urgent requests, and interacting with executives and stakeholders in situations that may be high-stress or time-sensitive. The Executive Assistant also represents WIHCC, Inc. in a professional capacity with outside entities at the Navajo Nation, State, and Federal levels, serving as a critical point of coordination and communication. Upholds the principles of WIHCC’s Vision, Mission, and Value Statements. Maintains confidentiality of all privileged information at all times.

This list of duties and responsibilities is illustrative only of the tasks performed by this position and is not all-inclusive.

Essential Duties & Responsibilities:

• Maintains regular attendance and punctuality.
• Provides administrative support for day-to-day activities and operations of the CEO, COO, Executive Team, and Board of Directors.
• Serves as the point of contact for internal and external constituencies on all matters pertaining to the Office of the CEO.
• Coordinates scheduling of meetings, conferences, appointments, and travel logistics for CEO, COO, Executive Team, and Board of Directors in compliance with GSA, Finance, and Procurement policies
• Prepares meeting agendas and content formatting, manages all meeting logistics and communications, assembles Executive Team and Board reports, and takes meeting minutes.
• Assists with maintaining pertinent corporate Bylaws and Articles of Incorporation, including Executive Team and Board of Directors Bylaws.
• Interacts with and responds effectively concerning urgent requests from the CEO, COO, Executive Team, and Board of Directors.
• Supports the CEO, COO, and Board of Directors in program implementation and process changes pertaining to rules, regulatory, policy, and accreditation compliance.
• Assists with tracking and monitoring department and board budgets, expenditures, processing invoices, payments, and travel reimbursement requests in collaboration with the Finance Department.
• Handles time-sensitive information immediately and appropriately when working with divisions, departments, legal counsel, Board of Directors, and other professionals, including Tribal Leaders and Tribal Health Programs.
• Coordinates and assists division heads in developing plans/reports submitted to the Office of the CEO.
• Prepares a wide variety of correspondence, reports, agendas, memoranda, manuals, charts, and tables in proper format utilizing appropriate Microsoft tools with complete attachments for CEO, COO, Board of Directors, Executive Team, P.L. 93-638 health organizations, and Tribal leaders.
• Reviews, routes, and/or composes responses for the CEO and Board Members as appropriate.
• Maintains corporate records and documents in an organized system so they are easily retrievable and available for business, following storage and disposition file management plans.
• Works independently on routine actions, editing for accuracy, quality, and content, ensuring utmost discretion is used to protect time-sensitive information.
• Actively participates in important WIHCC goals and objectives such as committees and task forces.
• Plans, organizes, coordinates, and ensures calendar management for the CEO and COO is maintained and adjusted based on priorities to ensure smooth day-to-day engagements.
• Screens calls and greets visitors for the Office of the CEO, referring them to appropriate staff. Assists in handling requests for information and refers complaints from employees, patients, and their families to appropriate individuals.
• Receives and processes all incoming correspondence for the Office of the CEO to determine appropriate course of action, referral, or response. Reviews and tracks outgoing correspondence and reports for accuracy, proper format, grammar, and attachments.
• Provides a bridge for smooth, trustworthy communication between the Office of the CEO and all departments, including the Board of Directors.
• Completes tasks, assignments, or duties as assigned by a supervisor with communicated and known productivity metrics.
• Provides assistance to Administrative Assistants and others in the organization on multiple administrative tasks, schedules, e-records management and retrieval, financial management in the Oracle system, ensuring proper management of the administrative budget, and use of Microsoft tools, connectivity with Zoom, Webinar, etc. meetings with configuration and aligning with Artificial Intelligence (AI) notetaking.
• Upholds all principles of confidentiality and patient care to the fullest extent, including compliance with HIPAA rules and regulations, specific to data and security.
• Adheres to all professional and ethical behavior standards of the healthcare industry.
• Interacts in an honest, trustworthy, and dependable manner with patients, employees, visitors, and vendors.
• Possesses cultural awareness and sensitivity, and adheres to WIHCC Mission, Vision & Values Statements.
• Adheres and Maintains compliance with all WIHCC, Inc. policies and procedures.
• Requires completion of tasks or duties assigned by a supervisor.
• Upholds all principles of confidentiality and patient care to the fullest extent.
• Adheres to all professional and ethical behavior standards of the healthcare industry.
• Adheres to WIHCCs Personnel Policies and Procedures, departmental policies, rules, and regulations.
• Interacts in an honest, trustworthy and dependable manner with patients, employees, visitors, and vendors.
• Possesses cultural awareness and sensitivity.
• Maintains compliance with all Human Resources requirements.
• Performs other duties as assigned.

Minimum Qualifications:

Associate Degree with coursework in Business Administration or health-related fields required; or a minimum of five years’ experience as an Administrative Assistant. Strong work tenure in supporting a healthcare environment, preferably in a non-profit organization. Bilingual skills in English and Navajo language preferred.  Must maintain a valid unrestricted and insurable driver’s license.  Must successfully pass a background investigation and maintain suitable requirements for a Child Care position. This position is considered as a Child Care position, which requires a satisfactory background check investigation and is subject to the requirements of the Indian Child Protection and Family Violence Prevention Act, as amended (henceforth referred as the ICPFVP Act).

Knowledge, Skills, Ability

• Knowledge of strong work ethics in the workplace.
• Knowledge of basic application of confidentiality.
• Knowledge of duties and responsibilities of the position.
• Knowledge of basic computer skills, e.g. Outlook, Word, Excel, PowerPoint.
• Ability to be dependable in attendance and job performance.
• Ability to meet attendance, overtime (if necessary), and other reliability requirements of the job.
• Knowledge of advanced office administration and executive support practices.
• Knowledge of business correspondence, report formatting, and recordkeeping procedures.
• Knowledge of corporate governance protocols, board relations, and executive-level communications.
• Knowledge of federal, state, and tribal regulations, policies, and organizational procedures.
• Knowledge of budgeting, procurement, and travel policies (including GSA standards).
• Knowledge of confidentiality requirements, HIPAA, and other privacy standards, i.e. Privacy Act, Freedom of Information Requests.
• Knowledge of project management and event planning processes.
• Knowledge of healthcare industry operations and accreditation standards
• Knowledge of technology platforms such as Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), video conferencing tools, and database systems.
• Skill in coordinating executive calendars, meetings, and travel with accuracy and efficiency.
• Skill in preparing agendas, taking minutes, and creating polished reports and presentations.
• Strong written and verbal communication skills, including drafting correspondence for executives.
• Skill in handling confidential information with discretion and professionalism.
• Strong organizational skills with the ability to prioritize multiple competing tasks.
• Skill in using judgment and initiative to solve problems and anticipate executive needs.
• Skill in relationship management, acting as a liaison between executives, staff, board members, and external partners.
• Skill in project coordination, from planning through completion.
• Proficiency with office technology, virtual meeting platforms, and enterprise systems.
• Ability to exercise discretion, diplomacy, and sound judgment in sensitive situations.
• Ability to work independently with minimal supervision while meeting deadlines.
• Ability to adapt quickly to changing priorities and manage stress effectively.
• Ability to anticipate the needs of executives and respond proactively.
• Ability to interact professionally with all levels of staff, board members, and external entities (tribal, state, and federal).
• Ability to communicate clearly and effectively in both written and spoken formats.
• Ability to manage records, files, and databases with accuracy and attention to detail.
• Ability to work collaboratively as part of a team while maintaining accountability for individual tasks.
• Ability to handle high-pressure situations and competing priorities with professionalism.
• Ability to represent the organization in a positive and culturally sensitive manner.
• Ability to accept and learn from feedback.
• Ability to effectively communicate both in written and verbal.
• Ability to provide exemplary customer service at all times.
• Ability to interact positively with others and possess great interpersonal skills.
• Ability to multitask and perform well under pressure.
• Ability to have self-confidence.
• Ability to be a great team player.
• Ability to accept and learn from supervisor/peer critique.
• Ability to be flexible and adaptable to the changing needs of the organization.

Physical Demands:

While performing the essential functions of this position, the employee is regularly required to walk, sit, use hands to handle and manipulate objects and equipment, reaches with hands and arms, and communicate effectively verbally and audibly. The employee frequently must stand, climb, balance, stoop, kneel, crouch, or crawl and may occasionally use taste or smell. The employee must occasionally lift and/or move objects weighing up to 50 pounds.

Work Environment:

Work is performed in an office setting or outdoor work environment with moderate noise levels. Work environment may involve exposure to physical risks, such as blood borne pathogens, hazardous chemicals, or operating potential dangerous equipment, and requires adherence to all safety protocols. Required work schedules may include evening, weekend, overnight shifts, extended hours, or irregular schedules and rotation as operational needs dictate.  

As required by P.L. 93-638, absolute preference will be given to qualified Navajo applicants.  If there is no qualified Navajo applicant, preference will be given to qualified American Indian applicants.