Executive Administrative Assistant – Executive Offices

ESSENTIAL JOB DUTIES 

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. CEO Communications and Management: Serves as the primary support to the President/CEO, managing a dynamic, high-volume calendar while prioritizing executive leadership engagements, patient visits, Board-related commitments, and external obligations. Reviews and triages all CEO mail and email promptly, ensuring critical items are flagged, addressed, and resolved in a timely manner. Coordinates all logistical aspects of meetings, speaking engagements, and events, including venue selection, catering, preparation of presentation materials, and seamless integration of technology to ensure a professional and efficient experience.
2. Board of Directors Support & Governance Management: Acts as the primary liaison between the President/CEO and the Board of Directors, managing all aspects of Board operations. Responsibilities include scheduling meetings, preparing agendas, compiling and distributing Board packets, recording and finalizing meeting minutes, and ensuring timely follow-up on action items. Responsible for facilitating Board Member recruitment, onboarding, and term tracking, as well as the organization and coordination of Board subcommittees. Maintains accurate and up-to-date Board records, bylaws, policies, and other governance documents to ensure compliance and effective engagement.
3. Confidential Information: Manages highly sensitive and confidential information on behalf of the CEO with the utmost discretion. Handles the primary communication related to patient complaints that are brought to the attention of the CEO, employee grievances, and mandated reporting requirements such as CPS filings, ensuring accurate documentation, timely response, and appropriate escalation to safeguard organizational integrity.
4. Technology & Virtual Meeting Support: Proactively engages with the Information Technology (IT) Department to remain current on GLBHC technology systems and updates. Ensures that the Board of Directors and executive leadership have the necessary tools, platforms, and technical assistance to participate effectively in both in-person and virtual meetings. Responsibilities include preparing presentation materials, such as PowerPoint slides or advanced technology applications (e.g., Prezi). Provides real-time technical support during hybrid or remote sessions to ensure seamless operations and to support the Chief Executive Officer (CEO) in fulfilling organizational duties efficiently.
5. Executive Leadership: Supports the CEO’s interactions with the Executive Leadership Team, coordinating cross-departmental initiatives and ensuring alignment on priorities. Attends assigned executive and committee meetings, prepares accurate minutes, tracks action items, and provides timely updates to keep the CEO fully informed of progress and outcomes.
6. Travel Coordination: Manages all business travel arrangements for the CEO and Board of Directors, including flights, accommodations, ground transportation, and itineraries. Ensures all required travel documentation is completed accurately and on time. Coordinates logistics for meetings, events, conferences, and speaking engagements to ensure smooth, professional execution. Special considerations will be made for specified conference travel that involves other parties.
7. Cross-Coverage and Administrative Collaboration: Delivers cross-coverage assistance to other executive administrative personnel, fostering a collaborative environment aimed at optimizing processes, communication, and best practice implementation across executive support functions.

Note: This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for the job. Duties, responsibilities, and activities may change at any time with or without notice.

MARGINAL JOB DUTIES

1. Assists with special projects, initiatives, or organizational priorities as directed by the CEO.
2. Provides temporary support for other administrative staff or departments during absences or high-volume periods.
3. Prepares reports, presentations, and briefing materials as needed outside of regularly scheduled meeting cycles.
4. Conducts research, compiles data, or summarizes information to support strategic decision-making.
5. Participates in cross-functional committees or task forces as requested by executive leadership.
6. Performs other administrative or operational tasks assigned to ensure smooth organizational operations.

REQUIRED JOB SPECIFICATIONS

Education and Experience:

• Associate or Bachelor’s degree in business administration, healthcare administration, or pertinent work related to the preferred field (or equivalent professional experience).
• Minimum of 5–7 years of progressively responsible administrative or executive support experience, preferably supporting C-suite executives.
• Experience supporting a Board of Directors or executive leadership team is highly desirable.
• Experience in healthcare or a Federally Qualified Health Center (FQHC) setting is a plus.

Core Competencies:

• Exceptional organizational and time-management skills, with the ability to prioritize and manage multiple complex tasks simultaneously.
• Strong interpersonal, communication, and relationship-building skills with internal and external stakeholders.
• Sound judgment, discretion, and the ability to handle confidential and sensitive information with integrity.
• Proactive, independent thinker and self-learner, with strong problem-solving and decision-making abilities.
• Ability to work in a fast-paced, high-pressure environment while maintaining professionalism and accuracy.

Digital & Technology Skills:

• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Prezi, Outlook) and collaboration tools (Teams, SharePoint, OneDrive).
• Experience using calendar management and scheduling tools for high-level executives.
• Familiarity with digital workflow and productivity platforms to manage documents, projects, and communications efficiently.
• Ability to troubleshoot basic technology issues and coordinate with IT for advanced support.
• Comfort with virtual meeting platforms, including hosting, moderating, and supporting hybrid or remote meetings.
• Ability to quickly learn and adapt to new software applications and digital tools relevant to executive and board support.

Other Requirements:

• Full-time, flexible and varied. May involve early morning, evening and/or overnight commitments.
• Ability to perform physical tasks such as bending, lifting, standing, and walking continuously and perform physically demanding tasks over the course of a regular workday.
• Availability to attend occasional evenings, weekends, or overnight travel for meetings or events as required. Out-of-area travel may be required. Reimbursement in accordance with corporate policy.
• High level of professionalism, adaptability, and a service-oriented approach to support executive leadership.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, or national origin.