What are the responsibilities and job description for the Executive Assistant position at PEOPLE'S HEALTH CENTERS?
About Company:
Betty Jean Kerr People’s Health Centers provides quality health care and social services to thousands of uninsured and medically underserved. Our mission is to enhance the quality of life for all residents of the community by providing healthcare that is comprehensive, equitable and trauma informed, including primary care, dental and behavioral health services rooted in compassion, hope, dignity, and cultural competency. PHC is committed to serving the impoverished, uninsured populations in St. Louis and St Louis County communities. With three (3) conveniently located health centers, three (3) behavioral health sites and a friendly welcoming staff, PHC aspires to serve all the health care and wellness needs of the entire family.
About the Role:
The Executive Assistant plays a pivotal role in ensuring the smooth and efficient operation of the executive office by providing comprehensive administrative support. This position is responsible for managing complex calendars, coordinating travel arrangements, and organizing meetings to optimize the executive's time and productivity. The Executive Assistant acts as a liaison between the executive and internal or external stakeholders, facilitating clear communication and timely follow-up on action items. By preparing professional presentations and managing confidential information with discretion, the Executive Assistant contributes to the overall strategic objectives of the organization. This role demands a proactive, detail-oriented professional who can anticipate needs and adapt to a dynamic work environment while maintaining a high level of professionalism.
Minimum Qualifications:
- Proven experience as an Executive Assistant or in a similar administrative role supporting senior executives.
- Proficiency in Microsoft Office Suite, including Word and PowerPoint.
- Strong organizational and time management skills with the ability to manage multiple priorities simultaneously.
- Excellent written and verbal communication skills.
- Ability to handle confidential information with discretion and professionalism.
Preferred Qualifications:
- Experience working in a fast-paced corporate environment within the United States.
- Familiarity with advanced calendar management tools and travel booking platforms.
- Certification in administrative assistance or executive support (e.g., Certified Administrative Professional).
- Demonstrated ability to work independently and anticipate executive needs.
- Experience coordinating cross-functional teams and managing special projects.
Responsibilities:
- Manage and maintain the executive’s calendar, scheduling appointments, meetings, and events with attention to priorities and deadlines.
- Coordinate complex travel arrangements including flights, accommodations, and itineraries to ensure seamless travel experiences.
- Prepare, edit, and format presentations and documents using Microsoft PowerPoint and Word to support executive communications.
- Arrange and facilitate meetings by preparing agendas, taking minutes, and following up on action items to ensure effective outcomes.
- Provide general administrative assistance such as handling correspondence, managing files, and supporting other office functions as needed.
Skills:
The required skills such as calendar management and travel arrangements are essential for organizing the executive’s schedule and ensuring efficient time use. Proficiency in Microsoft Office Word and PowerPoint enables the Executive Assistant to create polished documents and presentations that support executive communications and decision-making. General administrative and executive administrative skills are applied daily to manage correspondence, maintain records, and facilitate smooth office operations. Arranging meetings requires strong interpersonal and organizational skills to coordinate logistics and prepare necessary materials. Preferred skills like familiarity with advanced tools and certification enhance the ability to anticipate needs, streamline processes, and contribute to higher-level project coordination.