CEO Executive Assistant

SUMMARY

This is a temporary position expected to last approximately 7 months. The role will begin at 30 hours per week and will increase to 40 hours per week based on operational needs.

Responsible for providing administrative support to the Chief Executive Officer and the SCHC Board of Directors; maintaining administrative, board, and corporate files; coordinating with members of the Leadership Team and related support staff; and working in concert with the Chief Executive Officer, other appropriate staff, and Board Public Relations.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Provide administrative support to the Chief Executive Officer, including creating draft text documents, spreadsheets, and graphic presentation documents, as well as proofreading and editing materials.
• Screen phone calls, email, and mail routed to the Chief Executive Officer, and file or route them appropriately.
• Maintain administrative files.
• Attend SCHC Board of Directors meetings and record meeting minutes.
• Provide administrative support to the SCHC Board of Directors, including assisting management staff in preparing board packets, preparing new board member packets, filing board materials, drafting necessary correspondence, attending board committee meetings as indicated, and maintaining current corporate document files.
• Manage the commercial insurance package in collaboration with the Chief Executive Officer.
• Carry out various assignments for the Chief Executive Officer, such as making and screening phone calls, making copies, scheduling meetings, and faxing documents.
• Handle registration, travel, and hotel reservations for travel pertinent to the Chief Executive Officer, Board members, and staff, when approved.
• Maintain contracts, agreements, and grants.
• Maintain a professional attitude.
• Support SCHC’s Mission, Vision, and Core Values.
• Maintain the Chief Executive Officer’s calendar.
• Assist with booking CME trainings and travel in conjunction with Human Resources.

NON-ESSENTIAL DUTIES

• Assist other Department Heads when available.
• Perform other duties as assigned.

ACCOUNTABLE FOR THE FOLLOWING PRODUCTS

• Professional-quality documents produced by the Leadership Team.
• Organized flow of relevant information to the Chief Executive Officer.
• Clear, accurate records of all corporate activities and clinic functions.
• Effective and timely communication with board members and staff.
• Organized, easy-to-find, and up-to-date administrative files.
• Agendas for all staff meetings that are available in advance and reflect needed agenda items.
• Relevant staff awareness of HRSA notices.
• Maintenance of the Board of Directors website to ensure accurate, up-to-date information.

EDUCATION AND/OR EXPERIENCE

Graduation from high school or the equivalent is required. Two years of relevant experience are required, including one year in a similar position. Experience in public relations and marketing is preferred.

GENERAL

To ensure the health of our community, patients, and staff, SCHC requires proof of completed vaccine series or serologic test results for MMR (Measles, Mumps, and Rubella), Varicella (Chicken Pox), Pertussis, and Hepatitis B, as well as TB screening, prior to employment.