Executive Administrative Assistant

Job Description

Job Description

Description:

Job PurposeThe Executive Administrative Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the President / CEO. The Executive Administrative Assistant also serves as a liaison to the board of directors and management teams; organizes and coordinates executive outreach and external relations efforts; oversees special projects; and has responsibility for directing the work of administrative staff. This position reports directly and exclusively to the President/Chief Executive Officer.
Major Responsibilities Essential FunctionsResult #1: The CEO’s ability to effectively lead the organization is facilitated by:· Providing "gatekeeper" and "gateway" role for direct access to the CEO's time and office· Facilitating timely completion of required activities, including contract execution and response to internal and external requests so that deadlines are met· Improving efficiency of the CEO by organizing and reviewing communications, including emails, mail and faxes, and ensuring follow-up and appropriately filing necessary documents and correspondence.
Results #2: The complex schedule of the CEO is followed and respected by:· Managing an extremely active calendar of appointments· Completing expense reports and reimbursement requests· Arranging complex and detailed travel plans, itineraries, and agendas with adequate communications to all parties involved· Compiling documents for travel-related meetings for CEO and others as requested by the CEO
Results #3: There is efficient communication between the President & CEO’s office and internal departments by:· Demonstrating leadership to maintain credibility, trust and support with management staff· Composing and preparing correspondence that is sometimes confidential· Participating as an adjunct member of the Executive Team including assisting in scheduling meetings and attending meetings when required· Assisting in coordinating the agenda of management team meetings and off-sites, and staff meetings· Facilitating cross-divisional coordination of travel and outreach plans· Assuring that there is administrative office and telephone coverage at all times by coordinating schedules of administrative staff (Executive Assistant and Administrative Assistant)
Results #4: There is efficient communication between the President & CEO’s office and the Board of Directors by:· Communicating directly, and on behalf of the President and CEO, with Board members, donors, Foundation staff, and others, on matters related to CEO's programmatic initiatives· Having a deep understanding of the organizational strategic plan and deliverables, as well as the CEO’s specific initiatives· Serving as the President's administrative liaison to board of directors· Assisting board members with travel arrangements, lodging, and meal planning as needed· Maintaining discretion and confidentiality in relationships with all board members· Adhering to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format· Assisting with tracking the attendance and participation of board members for the purpose of the CEO and Board Chair· Assist in tracking surveys and other submissions required of the board· Work with the compliance officer to ensure the Board remains compliant with HRSA, Joint Commission and other accreditation or other bodies
Result #5: The CEO is well-informed of upcoming commitments and responsibilities by:· Acting as a "barometer," having a sense for the issues taking place in the environment and keeping the President & CEO updated· Critical review and prioritization of schedule· Understanding the strategic plan and KPIs to assist in prioritization of CEO activities
Results #6: Contacts made by the CEO are cultivated into ongoing relationships by:· Successfully completing critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and form completion· Ensuring follow-up when contacts has been made that are critical to the operations and positioning of Jordan Health in the community
Results #7: Communications related to partnerships and outreaches are timely and accurate by:· Prioritizing conflicting needs; handling matters expeditiously, proactively, and following-through on projects to successful completion, often with deadline pressuresRequirements: Education and Experience Required · Bachelor’s degree and strong work tenure; 10+ years of experience supporting C-Level Executives, preferably in a non-profit organization or equivalent combination of education and experience.· Experience and interest in internal and external communications· Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms· Bi-Lingual/Spanish desirable
Licenses and Certifications · Notary public designation within 6 months of hire· Driver’s license
Special Skills and Knowledge Required · Must possess excellent oral and written communication skills and interpersonal skills, with the ability to work with a wide variety of professions and organizations.· Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail· Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, and external partners· Emotional maturity and empathy· Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response· Use of Microsoft suite: Outlook (email), Teams, Power Point and Excel skills are required· Must be able to travel to all sites in our organization.