Executive Assistant

Position Summary: 

The primary purpose of this position is to provide confidential, high-level administrative support to the Chief Executive Officer with some assistance to the C-Suite staff, and a liaison to the Board of Directors.  This position supports through preparation and dissemination of meeting agenda’s, statistical reports, program reports, Leadership Team projects, and post meeting action items. 

Performs administrative and clerical functions by preparing correspondence, planning/scheduling meetings (in person and virtual), conferences, and travel with an extreme level of detail, accuracy, confidentiality, and diplomacy. Coordinates the Chief Executive Officer and Chief Medical Officer daily calendar/schedule. 

Arranges and attends meetings, e.g., Board meetings, Board committee meetings, management, and staff meetings.  Prepares meeting agendas, records, and distributes meeting minutes and ensures timely follow-up of meeting action items. 

Prepares various documents and handles confidential matters in accordance with HIPAA and organization’s policies & procedures. 

Responsibilities: 

• Provides direct executive level administrative support to the Chief Executive Officer.
• Provides administrative support to the Chief Medical Officer with scheduling meetings, agendas and clerical tasks as needed. 
• Provides administrative support to the C-Suite staff as requested. 
• Supports and serves as a liaison for the Board of Directors.
• Coordinates meetings. Assists and supports Board committee work by preparing and disseminating various documents, scheduling, recording and transcribing meeting minutes.
• Ensures all meeting minutes are accurately completed in a timely manner in preparation for future meeting approvals. 
• Maintains and reviews all Board reports for the Board of Directors and assures that individual board files are maintained. 
• Assists the Chief Executive Officer with new board orientation. 
• Prepares collateral materials including Power Point and other written presentations as requested by Chief Executive Officer and Chief Medical Officer.
• Secures space and caterer for meetings and special events. 
• Assists with preparation and updating policy, procedure, and protocol manuals for all departments.
• Prepares and processes customized thank you letters for foundations, donors and individual gifts to health center, and tracks donor communication. Periodically calls donors about upcoming corporate events and giving campaigns. 
• Assists the leadership team with preparation for HRSA (Health Resources Services Administration) OSV (Operational Site Visits).
• Assist various departments with preparing and filing reports such as UDS (Uniform Data System), FTCA (Federal Tort Claims Act) and other Quality Improvement reports as needed. 
• Assists the Marketing Department with special projects, e.g., Community Health Center Week, Advocacy, and the Employee Engagement Committee. 
• Trains administrative assistants, volunteers, and administrative interns.
• Performs all other duties as requested by immediate supervisor. 

Education: 

Associate degree from an accredited post-secondary academic institution required with a focus in business, management, communication, social services, or public health required. Bachelor’s degree preferred. A combination of education and experience may be considered. 

Experience: 

Two or more years’ experience in administrative support and project management required. Previous employment in health care setting preferred, FQHC (Federally Qualified Health Center) experience is a plus.