Executive Administrative Assistant (60513)

Executive Assistant

Admin Office - Phoenix, AZ 85013

Job Description

Circle the City is a rapidly growing non-profit dedicated to providing high-quality, holistic healthcare to people experiencing homelessness in Maricopa County. The Executive Assistant will be responsible for providing high-level administrative support to the CEO and CMO and managing special projects as assigned. This position requires an individual who is proactive, well-organized and possesses exceptional communication, time management, interpersonal, and project management skills. The ideal candidate must be capable of working efficiently in a fast-paced environment, handling multiple tasks and priorities, and demonstrating discretion and confidentiality while handling sensitive information.

Essential Duties:

• Provides support and serves as the primary point of contact for internal and external constituents on all matters pertaining to the CEO and Executive Leadership Team (ELT).
• Drafts, reviews, and edits correspondence, reports, presentations, and other documents.
• Conducts research and compiles information for presentations, reports, and projects.
• Manage special projects, including project planning, implementation, monitoring, and reporting.
• Serves as a conduit and advisor on major projects to assist CEO and CMO with leveraging time constraints, reducing roadblocks, increasing impact, and accelerating progress.
• Functions as an extension of the CEO and CMO as needed and appropriate.
• Maintains professional, collaborative working relationships with staff across the organization, Board members, and volunteers.
• Tracks all board member information, maintains a current roster, ensures yearly documents are signed and filed, and establishes and facilitates an annual calendar of meetings for the Board of Directors and associated committees.
• Performs duties as the recording secretary for the Board of Directors and associated committee meetings. This involves scheduling meetings, preparing meeting agendas and presentations, taking minutes, and distributing them to relevant stakeholders.
• Updates the organization's compliance software program (Compliatric) with necessary documents, such as board meeting minutes.
• Manages the schedules, coordinates meetings, and schedules appointments of the CEO, CMO, and other ELT members
• Sets up and coordinates conferences and meetings and travel for the CEO and CMO and other ELT members.
• Processes and tracks expense reports and invoices for CEO, CMO, and other ELT members.
• Orders business cards and other printed materials for the offices.
• Maintains a clean, comfortable, and safe office environment.
• Proactively takes on assignments with minimal direction and operational guidelines.

Qualifications

Basic Knowledge/Skills :

• Highly proficient in Microsoft Office Suite and strong overall computer skills.
• Detail-oriented and has the capacity to plan, manage, and follow through with large projects.
• Ability to plan, organize, coordinate and direct multiple activities with varied deadlines and deliver in a timely manner.
• Ability to maintain strict confidentiality.
• Ability to work with a large diversity of people including patients, volunteers, vendors, staff, Board Members, and the general public.
• Demonstrated critical thinking skills with the ability to analyze complex information and recommend creative, practical, and high impact solutions under stressful conditions and time constraints.
• Substantial experience in office procedures, telephone etiquette, and standard office equipment.
• Experience using project management software (e.g., Asana, Trello, JIRA) is preferred
• Previous experience working in healthcare, particularly in an FQHC or similar setting, is preferred but not required

Experience and Education:

• Bachelor's degree from an accredited College/University
• Minimum 5 years previous experience with preferred experience in corporate governance & bylaws
• Experience supporting senior-level executives is highly desirable.

Physical and Mental Requirements

• Regularly lift and/or move up to 20 pounds and occasionally lift/or move 30 pounds. May sit or stand for long periods of time.
• Demonstrated interest in working with an underserved population.
• Performs related functions as required.