Executive Assistant

The ideal candidate acts as a force multiplier for the CEO, seamlessly blending advanced project management, data synthesis, and board governance with direct leadership and supervision of administrative staff. If you are a diplomatic professional who thrives in a dynamic environment and possesses a sharp eye for analytical detail, we want you on our team.

Key Responsibilities

Executive Support & Strategic Coordination

• Operational Alignment: Partner with the CEO to ensure cross-departmental projects, strategic efforts, and executive travel remain perfectly aligned.

• Information Synthesis: Gather, analyze, and synthesize operational data and KPIs from the executive team and the field, translating complex information into comprehensive briefing materials and summaries for the CEO.

• Executive Readiness: Prepare the CEO for all engagements, site visits, and board meetings with high-quality briefings, data summaries, and presentations.

• Crisis & Communication Support: Draft and coordinate internal directives, announcements, and external policy responses (in collaboration with the Risk Manager). Assist the CEO during urgent operational issues or site disruptions.

• Logistics Management: Manage high-priority correspondence and complex scheduling to maximize the CEO’s time and community impact.

Board of Directors Governance & Liaison

• Lifecycle Management: Oversee the full Board meeting lifecycle, including agenda development, material compilation, distribution, and robust post-meeting follow-up.

• Governance Compliance: Monitor and maintain compliance with bylaws, committee structures, quorum, and documentation norms. Ensure adherence to government directives (consumer status, composition matrix, etc.).

• Engagement & Training: Coordinate monthly board trainings, member recruitment, staff introductions, and site tours. Partner with the Board Chair and CPBSO to execute the annual CEO 360 evaluation.

Leadership & Departmental Oversight

• Direct Supervision: Provide orientation, ongoing performance management, coaching, and mentorship to the Administrative Assistant. Authorize schedules and vacation approvals.

• Regulatory & Grant Awareness: Maintain a working knowledge of regulatory and reporting requirements (e.g., HRSA, UDS, FTCA annual deeming) and support the CEO in tracking grant deliverables and contract management.

• Event & Marketing Coordination: Oversee marketing campaigns and community sponsorships (with CEO approval). Partner with the Facilities Manager to plan annual events, including the All-Staff Meeting and Board Retreat.

Knowledge, Skills, and Abilities

• Diplomacy & Authority: Exceptional professional diplomacy with the ability to speak confidently and accurately on behalf of executives while maintaining trusting relationships at all levels.

• Data-Driven Analytical Thinking: Proven ability to gather facts, interview stakeholders, and translate raw data into clear, unbiased executive summaries and actionable insights.

• Absolute Confidentiality: Demonstrated history of handling sensitive personnel and organizational information with total discretion.

• Project Mastery: Advanced project management skills with a meticulous approach to task tracking and 100% completion metrics.

• Tech Savvy: Strong proficiency in current technologies and quick adoption of emerging platforms, specifically business and federal portals (e.g., EHB, UDS, Grants.gov).

Education, Experience, and Qualifications

Required:

• Experience: Minimum of five (5) years of dedicated executive secretarial/administrative experience supporting C-Suite metrics.

• Credentials: Must hold a current Public Notary certification.

• Education: Advanced general work-related skills (written/verbal communications, computational/mathematical knowledge) typically acquired through a business school program, Associate degree, or equivalent experience.

Benefits & Perks

• Medical, Vision & Dental Insurance

• 401k/retirement 3% match

• 24 PTO Days per year plus paid holidays and wellness days

• Opportunity to work with a mission-driven organization making a tangible impact on community health.