Executive Administrative Assistant

Executive Administrative Assistant

The Executive Administrative Assistant provides administrative and clerical support for the Chief Executive Office, Board of Directors, and Senior Leadership Team members.

KC CARE follows a culture code in all we do. Our code determines how we work, treat each other, and move health equity forward. As an employee of KC CARE, you will:

• Put patients first, always
• Treat all people with dignity, respect, and kindness
• Create safe places for others to share their voice; encourage creativity
• Always strive for improvement; keep learning
• Own your work, action, and mistakes no one is perfect
• Have fun work should be fun and we want you to have fun at KC CARE

Essential Duties and Responsibilities

Administrative Support

• Provides administrative assistance such as drafting memos, drafting and editing emails, and preparing correspondence on behalf of the CEO
• Manages the CEO's and COO's calendars including scheduling appointments and prioritizing the most important and sensitive matters
• Assists with scheduling meetings, reserving rooms, and ordering catering for other members of senior leadership, as needed
• Creates agendas and takes minutes for leadership meetings and for other meetings on request from senior leadership
• Routes mail for senior leadership and administrative staff as needed
• Serves as the administrative building point-of-contact with the leasing office manager
• Proactively manages the needs of senior leadership, as appropriate, and takes action to ensure smooth operations
• Assists in completing applications, surveys, letters, questionnaires and miscellaneous reports/forms requested by outside agencies
• Leads contract management procedure and maintenance
• Follows up on paperwork, completes proper documentation, assists with compiling information and general administrative functions as needed
• Maintains a high level of discretion and confidentiality
• All other administrative duties as assigned

Board of Directors Support

• Prepares monthly CEO report for approval
• Prepares monthly packets for distribution prior to Board of Director's full meetings and subcommittees
• Maintains current Board rosters, distribution lists, and provides correspondence as needed
• Takes minutes at Board meetings and prepares final document(s) for Board approval

Minimum Requirements

• Bachelor's degree preferred or combination of education and experience
• Three years' experience of executive administrative assistant experience

Preferred Requirements

• Previous experience working with and supporting a Board
• Five years' experience of executive administrative assistant experience

Working Conditions and Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

General working conditions are in a healthcare facility. As such, there is a potential exposure to virus, disease, and infection from patients while performing the duties of this job. May experience traumatic situations including psychiatric traumatized and deceased patients. Travel may be expected to community meetings, client homes, or other agencies.

Physical Demands

While performing duties of this job, employees are regularly required to set, walk, and stand; talk and hear; both in person and by telephone; use hands repetitively to finger, handle, feel, or operate standard office or clinical equipment; reach with hands and arms; and occasionally lift up to 20 pounds.

Mental Demands

While performing the duties of this job, employees are regularly required to use written and oral communication skills; read, analyze, and interpret data, information and documents; analyze and solve non-routine and complex problems; use math and mathematical reasoning; observe and interpret situations; learn and apply new information or skills; perform highly detailed work on multiple, concurrent tasks; work under intensive deadlines with frequent interruptions; and interact with others outside of their department.

Duties and responsibilities, as required by business necessity may be added, deleted, or changed at any time at the discretion of management, formally or informally, either verbally or in writing. Scheduling, shift assignments, and location may be changed at any time, as required by business necessity.