Executive Assistant

Executive Management

Schedule executive meetings and oversee meeting room schedule

Handle all calls for appointments with CEO, inform CEO of requests and schedule as CEO requests

Act as a liaison to internal and external groups

Maintain office supplies and equipment, tickler files, and files for Executive Office

Draft, pick up, route and handle correspondence as agreed with CEO (letters, memos, newsletters, flyers and reports)

Prepare and disseminate Board meeting and Senior Management meeting minutes and follow-up procedures

Ensure executive office mandatory training compliance and documentation

Produce and distribute the internal staff newsletter

Elicit information from CEO and other participants on the particulars of meeting and needs and coordinate satisfying those needs

Assist others with arrangements for events in which CEO will participate as needed

Schedule meetings for executive office as requested

Handle any invoices or other billings for the executive office functions

Assist Chief of Staff as meeting planner with external visiting groups

Organize farewell events for departing staff as requested

Complete forms to nominate community and / or health center personnel for awards as appropriate or requested

Assist Board members with related community activities

Work with Chief of Staff to administer donated funds

Other duties and / or other locations as assigned

Qualifications

Qualifications and Skills :

High school graduate with formal training in business or secretarial support.

An associate or bachelor's degree or equivalent experience preferred.

Required skills include word processing, proficiency with excel spreadsheets, access database a plus, strong written and ability to use specialized software for scheduling, attendance management, and reporting and electronic document review.

Excellent analytical and problem-solving skills with attention to detail.

Ability to maintain confidentiality.

Ability to work with regulatory personnel and program directors.

Proficient with Microsoft office with advanced knowledge of Excel and PowerPoint.

Physical Requirements :

Must be able to stand or sit for prolonged periods (50% of the time)

Must be able to lift 10-25 pounds and load onto shelves.

Visual acuity sufficient for frequent reading and computer use.