Executive Assistant

Description

Job Summary:

The Executive Assistant will provide high-level administrative support to the CEO as well as other senior staff. By effectively maximizing the CEO’s time, managing information and communications, and implementing successful systems, this position empowers the successful performance of the CEO. This role requires steadfast professionalism, meticulous attention to detail, flexibility, and discretion. This role will help enable leaders to advance the organization’s initiatives and goals by helping manage the day-to-day functions. The assistant will be key to helping filter and prioritize work so that the executive can focus on high level leadership and strategy. 

Requirements

Duties and Responsibilities:

• Provides high-level administrative support and assistance to the CEO and/or other assigned leadership staff. 
• Serve as the primary point of contract for the CEO to internal and external parties. Foster productive relationships on behalf of the CEO. 
• Manage the flow of information and maintain awareness of correspondence in/out of the CEO’s office. Management email, mail and phone calls. As directed, communicate on behalf of CEO. 
• Exhibit sound judgment, make decisions and anticipate and solve problems to move work forward and free time for the CEO. Exercise discretion and confidentiality critical to the role. 
• Performs clerical and administrative tasks including drafting letters, memos, invoices, reports, and other documents for senior staff. 
• As needed, arranges travel and accommodations for executives. 
• Schedules and attends meetings on behalf of executives, taking notes and recording minutes.
• Receives incoming communication or memos on behalf of senior staff, reviews content, determines importance, and summarizes and/or distributes contents to appropriate staff. 
• Performs office tasks including maintaining records, ordering supplies, and performing basic contract reviews and bookkeeping. 
• Lead Employee Engagement Committee & events 
• Plan and execute Board and Committe meetings, including Annual Meeting, Medical Staff Meetings, and Shareholder Meetings. 
• Performs other related duties as assigned. 

Required Skills and Responsibilities:

• Experience managing projects and meetings/events 
• Strong sense of personal responsibility and proactive nature 
• Impeccable judgment and professionalism 
• Excellent verbal and written communication skills. 
• Excellent organizational skills and attention to detail. 
• Excellent time management skills with a proven ability to meet deadlines. 
• Extensive knowledge of office administration, clerical procedures, and recordkeeping systems. 
• Extremely proficient with Microsoft Office Suite or similar software with the ability to learn new or updated software. 

Education and Experience:

• High school diploma required; bachelor's degree in Business Administration or related field preferred. 
• At least four years of related experience with senior executives 

ADA Job Requirements:

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.

• Physical Demands: Prolonged periods sitting at a desk and working on a computer. Must be able to lift up to 15 pounds at times.
• Communication Skills: Writing, speaking, hearing, reading, interpersonal relationships, receiving instructions, giving instructions. 
• Intellectual Skills: Short- and long-term memory, abstract reasoning, decision making, directing others, mathematical calculations. 
• Work Situations: Work Situations: Working as part of a group, working with the public, performing a variety of duties.

Disclaimer:

This job description indicates the general nature and level of work expected of the incumbent. It is designed to cover or contain a comprehensive listing of activities, but not all-inclusive, listing of activities, duties or responsibilities required of the incumbent. Incumbent may be asked to perform other duties as required. See ADA checklist for specific related criteria.