What are the responsibilities and job description for the Administrative Assistant position at SWLA Center for Health Services?
SWLA CENTER FOR HEALTH SERVICES
JOB DESCRIPTION
JOB TITLE: Administrative Assistant
DEPARTMENT: Administration
SUPERVISED BY: CEO
SUMMARY:
Acts as the point of contact for the CEO and among executives, employees, clients, and other external
partners providing clerical support. Performing a variety of secretarial duties and skilled tasks that may
include preparing reports, conducting research, and collecting data. Manages CEO’ and executives’
calendars, sets up meetings and other tasks.
EDUCATION, TRAINING AND EXPERIENCE:
- High School Diploma or equivalent required; associate or bachelor’s degree in related field preferred but not required.
- Three to five years of experience in a related role required.
- Knowledge of community health centers is preferred but not required.
- Detail-oriented and professional.
- Exceptional communication skills.
- Extremely proficient with Microsoft Office Suite.
- Basic understanding of office equipment.
- Basic understanding of clerical procedures and systems such as recordkeeping and filing.
- Ability to work independently and reliably.
- Flexible and adaptable in various situations and when interacting with many different personalities.
- Ability to organize and prioritize tasks including delegation of tasks when appropriate.
- Knowledge of, or ability to quickly acquire, familiarity with the roles and function of the assigned department, and
RESPONSIBILITIES:
1. Acts as the point of contact for CEO, executives, for other external partners.
2. Manages information flow in a timely and accurate manner.
3. Manages CEO’s calendars and sets up meetings as needed.
4. Makes travel and accommodation arrangements.
5. Keeps track of daily expenses and prepare weekly, monthly or quarterly reports.
6. Performs other general clerical/secretarial duties as requested (e.g. recordkeeping, maintaining office supplies, coordinating equipment maintenance, handling packages, correspondence).
7. Welcomes and directs visitors.
8. Formats information for internal and external communication - memos, emails, presentations, reports, and agendas.
9. Takes minutes during meetings.
10.Screens and direct phone calls and distribute correspondence for CEO and executive offices.
11.Organizes and maintains the executive office filing system.
12.Governs all activities and the mission of CEO office as assigned.
13.In cooperation with the Board assure, supports of the CEO and Administration of Board by advising and informing Board members, interfacing between the CEO and the Board and staff and supporting Board's evaluation of Chief Executive.
Performs administration duties for the Board (e.g. arranging travel for the board members, board meeting set up – zoom, strategic or special meetings).
14.Keeps the Board chairperson and Board fully informed on all matters that influence/impact its role as the fiduciary agents of the organization.
15.Responsible, responsive, and accountable in reporting operational activities to the CEO.
16.Responds to and resolves administrative inquiries and questions.
17. Effective verbal and written communication with the ability to send and receive information with staff, board members, allies and partners.
18.Serves as liaison and channel of communication between the CEO and other interested staff including but not limited to, committees, the health care staff and administrative staff.
19.Maintains strict confidentiality
