What are the responsibilities and job description for the Executive Assistant to President & CEO position at FAMILY HEALTH CARE CENTER OF KALAMAZOO?
We’re hiring an Executive Assistant to the President & CEO at Family Health Center.
This is a high-impact, senior-level role—a true service-driven partnership supporting the CEO and Board at the center of leadership, strategy, and community impact.
This is not a traditional administrative role. This individual serves as a trusted right hand, a key first impression of the organization, and an integral member of the executive team.
We’re looking for someone who brings:
✔ A strong service mentality with a commitment to supporting the CEO and Board
✔ Exceptional calendar management and the ability to manage complex, shifting priorities
✔ A high-energy, positive, and upbeat attitude in a fast-paced environment
✔ Absolute discretion and ability to maintain highly confidential information
✔ Advanced computer skills, organization, and strong time management
✔ Willingness to support non-traditional hours and manage corporate travel logistics
✔ The ability to serve as a professional, polished representative of the organization at all times
POSITION SUMMARY:
- Reporting directly to the President and CEO, the Executive Assistant provides executive support in a one-on-one working relationship.
- The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the President.
- The Executive Assistant also serves as a liaison to the board of directors and senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects.
- The Executive Assistant must be creative and enjoy working within a small, entrepreneurial environment that is mission-driven, results-driven and community oriented.
- The Executive Assistant will 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.
DUTIES AND RESPONSIBILITIES:
- Completes a broad variety of administrative tasks for the President & CEO including: managing an extremely active calendar of appointments; reviewing and prioritizing the President’s electronic and physical correspondences; composing and preparing correspondence that is confidential; completing expense reports; ordering and picking up meals; setting up and cleaning up meeting rooms; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for meetings.
- Plans, coordinates and ensures the President's schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the President's time and office.
- Communicates directly, and on behalf of the President and CEO, with Board members, donors, patients, staff and others, on matters related to President's programmatic initiatives.
- Researches, prioritizes, and follows up on incoming issues and concerns addressed to the President, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
- Provides a bridge for smooth communication between the President's office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
- Works closely and effectively with the President to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the President updated.
- Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the President, some of which may have organizational impact.
- Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the President'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.
- Serves as the President's administrative liaison to FHC’s board of directors.
- Assists board members with travel arrangements, lodging, and meal planning as needed.
- Maintains discretion and confidentiality in relationships with all board members.
- 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.
- Participates as an adjunct member of the Executive Team including assisting in scheduling meetings and attending all meetings.
- Assists in coordinating the agenda of senior management team meetings and off-sites, and all staff meetings.
- Facilitates cross-divisional coordination of travel and outreach plans.
- Ensures that the President's bio is kept updated and responds to requests for materials regarding the President and the organization in general.
- Edits and completes first drafts for written communications to external stake holders.
- Follows up on contacts made by the President and supports the cultivation of ongoing relationships.
- Edits all, and creates acknowledgement letters from the President to donors, patients and others.
QUALIFICATIONS:
- Must be a licensed Notary Public or eligible and willing to become a Notary Public.
- Possess a valid driver’s license, clean driving record and must be able to provide own reliable vehicle for assigned duties.
- Ability to exercise good judgment in a variety of situations.
- Strong written and verbal communication, administrative, and organizational skills.
- Ability to maintain a realistic balance among multiple priorities.
- Experience and interest in internal and external communications.
- Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms.
- Very strong interpersonal skills and the ability to build relationships with stakeholders, including Board members, donors, patients, staff and others.
- Expert level written and verbal communication skills.
- Demonstrated proactive approaches to problem-solving with strong decision-making capability.
- Emotional maturity.
- 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/client service and response.
- Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
- Forward looking thinker, who actively seeks opportunities and proposes solutions.
EDUCATION/EXPERIENCE/CERTIFICATIONS/LICENSES:
- Bachelor's degree strongly preferred.
- Strong work tenure: five to 10 years of experience supporting C-Level Executives, preferably in a non-profit organization preferred.