Executive Administrative Assistant to the President/CEO

Description

POSITION SUMMARY 

The Executive Administrative Assistant provides high-level administrative support to the President/CEO in collaboration with the other Executive Assistants within the Office of the President/CEO. The Executive Administrative Assistant must be able to work professionally, confidentially and independently while carrying out numerous assignments as a liaison with internal staff and departments as well as outside community partners and stakeholders. The EAA is entrusted to use discretion and independent judgement with respect to organizational work on behalf of and consistent with the authority delegated by their executive and the Office of the President. The EAA must be organized, professional, respectful and eager to learn in a fast-paced environment with a variety of responsibilities and deliverables. This position will be responsible for organizing and coordinating both professional and personal appointments, while working closely with other Executive Assistant(s) within the Office of the President to ensure a stream-lined process to avoid meeting overlaps and conflicts. This supportive position will assist with office and administrative duties, such as printing/scanning needs, creating and organizing files, building travel itineraries, composing meeting agendas, etc. 

ESSENTIAL JOB DUTIES and FUNCTIONS 

While living and demonstrating our Core Values, the Executive Administrative Assistant will: 

• Work directly with the Office of the President EA team to support all aspects of the President/CEO’s daily work routine, as well as manage and prioritize their emails, meetings, responsibilities and schedule. 
• Manage an extremely active calendar of business meetings, personal appointments, and patient care responsibilities on behalf of the President/CEO, ensuring conflicts are communicated and addressed as priority. 
• Establish a seamless communication link between the Office of the President/CEO and internal departments, showcasing leadership skills to uphold credibility, trust, and to garner support from the executive management team 
• Establish strong and efficient communication and collaboration with the President/CEO to provide thorough updates on forthcoming commitments and responsibilities, with diligent follow-up. 
• Review, prioritize and prepare incoming and outgoing correspondence, along with other mail and communications 
• Prepare detailed travel, accommodations, and meeting agenda/itineraries on behalf of executives 
• Prepare, reconcile, and submit credit card expenses, expense reports and Accounts Payable invoices. 
• Ensure all phone calls and emails are answered and/or redirected accordingly in a professional manner. 
• Use discretion and independent judgment in connection with performing duties and responsibilities, including with respect to matters of significance consistent with the authority delegated by the President/CEO 
• Support Office of the President in preparing presentations, communications, and reports for President/CEO, and other Executives as needed. 
• Maintain confidential and sensitive information. 
• Assist in community-focused events as necessary. 
• Provide front desk coverage for Receptionist break/lunches with administrative assistant rotating support with expectation to cover at least one time per week. 
• Be professional and courteous at all times; greet visitors and guests in a professional, friendly, and hospitable manner. 
• Other additional and/or alternative duties as assigned from time to time, including supporting other departments or Executives as needed 
• Be an ambassador for the mission of the organization 

OTHER FUNCTIONS AND RESPONSIBILITIES 

• Support other interdepartmental executive administrative assistants as needed 
• Understand institutional policies and procedures 
• Demonstrate the ability to work independently as well as collaboratively 
• Demonstrate excellent organizational skills and the ability to manage multiple tasks simultaneous 
• Other duties as assigned 

Requirements

REQUIRED QUALIFICATION: 

• Bachelor’s degree in Business, Healthcare or related field required. Masters preferred. 
• Previous experience as an executive administrative assistant preferred. 
• Excellent professional skills along with multi-tasking abilities 
• Strong analytical, organizational and time management skills 
• Excellent interpersonal, written and verbal communication skills 
• Possess excellent judgement and the ability to communicate with all levels of the organization including executive senior staff and the board of directors, as well as outside community partners 
• Excellent computer skills, as well as proficiency with Microsoft Word, Excel, PowerPoint, and the Google Platform are required 
• Willingness to work a flexible schedule aligned with the Executive’s expectations 
• High level of professionalism and confidentiality required at all times 
• Valid driver’s license with reliable access to an automobile or reliable access to transportation to assigned work areas.