Executive Assistant

Hours Per Week: 40

Job Type: Full-time, Exempt

Summary/Objectives of Position

The Executive Assistant provides high-level executive, administrative, and operational support to the Chief Executive Officer (CEO) and serves as a trusted strategic partner in advancing organizational priorities. This position manages the daily operations of the Executive Office and serves as a primary liaison among the CEO, Board of Directors, executive leadership, employees, community partners, governmental agencies, and other external stakeholders.

The Executive Assistant coordinates executive and Board activities, supports governance processes, and facilitates effective communication and collaboration to ensure the efficient execution of organizational priorities. The position is responsible for developing, implementing, and continuously improving administrative processes and procedures; overseeing executive correspondence, contracts, records management, insurance administration, and other Executive Office functions; and coordinating special projects as assigned. This position ensures that the Board members keep their commitments within the Board’s established committees.

The Executive Assistant supervises the Administrative Department, providing leadership, guidance, and accountability to ensure departmental responsibilities, operational objectives, and service standards are consistently achieved. When designated by the CEO, attend internal and external meetings as the CEO's representative to accurately record meeting minutes, document key discussions and decisions, track action items, and communicate approved follow-up information, ensuring continuity and effective communication on behalf of the CEO. The Executive Assistant is expected to uphold the highest standards of confidentiality, integrity, ethical conduct, and professionalism when handling sensitive and proprietary information.

Essential Duties, Functions & Responsibilities

• Ensure efficient use of CEO time by functioning as the point of contact for the CEO. Incoming and outgoing communications, requests for time, meetings, etc. to and from the CEO's office are filtered and prioritized, ensuring unnecessary requests for time and other distractions are kept to a minimum.
• Coordinate and manage the CEO’s calendar, including travel arrangements, meetings, conferences, and special events. Prioritize the most sensitive matters. Assist the CEO in planning and coordinating the daily calendar. Keep the CEO apprised of deadlines and time frames.
• Attend internal and external meetings when assigned to record accurate meeting minutes, document key discussions, track action items, and communicate approved follow-up information.
• Provide administrative support to the CEO that ensures communication and responsiveness, such as taking calls and scheduling appointments and meetings.
• Support the conservation of the CEO’s time by reading, researching, and routing correspondence and answering inquiries appropriately.
• Develop and maintain Board binders, administrative files, and policy manuals.
• Plan and oversee Board Recruitment, Board Orientations, and Board training with CEO input and direction.
• Support the Board of Directors by preparing draft minutes to record meetings. Act as liaison between Board and management ensuring Board calendar is followed and holding department heads accountable for timely reports and materials.
• Oversee filing and maintenance of legal corporate records: e.g.: Board By-Laws, Articles of Incorporation; and some external agency contract agreements; coordinate other corporate filing with the CEO.
• Work with the Board and CEO regarding coordination and completing yearly donation and fund-raising activities and events.
• Ensure the Board calendar and matrix are followed. Plan and anticipate timeframe requirements and communicate expectations to appropriate personnel. Responsible for the tracking of appropriate follow-ups from all meetings and tracking the timely completion of tasks as necessary.
• Support the CEO by developing draft agendas and minutes for meetings with the CEO and other staff members, including department and leadership meetings.
• Create and maintain CEO reports and presentations as directed.
• Work closely with the CEO and Human Resources Department in planning and executing All-Staff Meetings.
• Provide supervision and direction for administrative personnel by assigning work, establishing and managing schedules for administrative support staff, monitoring completion of projects and assignments, ensuring effective communication and follow-up, and overseeing the timely execution of routine departmental responsibilities.
• Due to the nature of the position, the Executive Assistant is entrusted with highly confidential, sensitive, and proprietary information and is expected to uphold the highest standards of confidentiality, integrity, ethical conduct, and professionalism in accordance with organizational policies and applicable laws.
• Oversee the administrative folder and maintain accurate files and records for easy locating and tracking.
• Work closely with the Grant Department to assist and track the completion of progress reports for all funding streams, including grants, contracts, fiscal agents, and other related funders for BAIHP.
• Provide a link for smooth and productive communication between the CEO and internal departments, demonstrating leadership to maintain credibility, trust, and support with management and staff.
• Support BAIHP Event Planning Committee in the planning of BAIHP annual events. Provide project management skills and support for the group.
• Responsible for all administrative and executive ordering of supplies and keeping up the inventory of supplies. 
• Expected to exercise independent judgment and discretion on sensitive and confidential projects, assignments, and information. Manage sensitive matters with a high level of confidentiality and discretion.

Minimum Mandatory Qualifications:

Education:

• Associate’s degree in business, business administration, or a closely related field. Bachelor’s degree preferred. 

Experience:

• 5 years administrative experience assisting C-level personnel.
• 5 years supervisory experience.
• 5 years administrative experience in general.

Note: An equivalent combination of education and experience may be considered in lieu of the degree requirement. The Human Resources Department and Chief Executive Officer will determine what is equivalent.

License/Certification:

• Valid CA driver's license.

Skills: 

• Skilled in customer relationship management.
• Experience in project management.
• Critical thinking and problem-solving.
• Excellent time management skills.
• Attention to detail.
• Adaptability to changing situations, goals, and objectives without negative reactions to situations and personnel.
• Advanced proficiency in office processes (along with software).
• Works well under pressure and can maintain efficiency and effectiveness, ensuring that tasks are completed accurately and on time even when goals and objectives change quickly.
• Enough financial competence with the ability to comprehend basic financial reports. 
• Excellent organizational skills, including the ability to work productively and make independent decisions.

Communication Skills:

• Demonstrates proficiency in communication and writing skills.
• Language skills: Ability to read, analyze, and interpret general and professional documents. 
• Ability to write routine reports and correspondence.

Interpersonal Skills:

• Ability to foster teamwork; train and direct the work of team members and colleagues.
• Ability to build strong relationships, convers proficiently, and collaborate seamlessly with others. 

Technology:

• Familiar with electronic healthcare records systems.
• Proficiency with using computer-based applications (e.g. Microsoft Office) and clinical information management systems.
• Proficiency with office and administrative software.
• Proficiency with setting up virtual meetings with the ability to problem solve basic technical issues. 

Benefits Offered at BAIHP:

At BAIHP, we value our employees and strive to provide comprehensive benefits to support their well-being, financial security, and work-life balance. Here's what we offer:

• 401(k) matching
• Dental, Health, & Vision insurance
• Health savings account
• Life insurance
• Paid time off (Vacation, Sick, Vacation Reward)
• Employee Assistance Program (EAP)

Indian Preference

Bakersfield American Indian Health Project (BAIHP) is an Indian Health Service-funded Urban Indian Organization and complies with the Indian Preference Act (25 U.S.C. §§ 472 and 473). In accordance with federal law, preference in hiring and employment is given to qualified American Indian and Alaska Native applicants.

Subject to, and consistent with the Indian Preference Act, BAIHP is an Equal Opportunity Employer. Employment decisions are made without regard to race, color, religion, sex, gender identity or expression, sexual orientation, national origin, age, disability, veteran status, or any other status protected by applicable federal, state, or local law, except where Indian preference applies as authorized by federal law.

BAIHP is committed to fostering a diverse, inclusive, and culturally responsive workplace dedicated to improving the health and well-being of the American Indian and Alaska Native communities we serve.