Executive Assistant

Executive Assistant

Matthew 25 has been recognized as a top workplace 3 years in a row—and we're just getting started! Come join our mission-driven team!

At Matthew 25, we're proud to offer a benefits package designed to support our employees both professionally and personally:

• Competitive pay that reflects your skills and experience
• Generous paid time off, including a minimum of 17 days and 12 paid holidays
• No required overtime ever—we value work-life balance
• Comprehensive health coverage, including 3 medical plan options, vision and dental insurance, and company-paid life insurance
• Professional growth opportunities, including company-sponsored continuing education and development programs
• Retirement plan with company matching up to 4%
• Public Service Student Loan Forgiveness options
• A mission-focused workplace where every team member is dedicated to serving our community

Join us and make a difference every day while thriving in a supportive, rewarding work environment!

Matthew 25's Mission:

"We exist to serve those at risk for, living with, or impacted by HIV or other STIs through comprehensive healthcare, education, and support while fostering community partnerships to combat stigma and improve overall healthcare and quality of life."

Matthew 25's Vision:

"Our vision is to exist in communities where comprehensive HIV and STI prevention is widespread, ensuring universal access to high-quality, comprehensive healthcare and supportive services. We aim for those living with HIV to achieve undetectable status, resulting in zero new HIV diagnoses, and to eliminate new STI infections. We are the trusted resource for HIV and STI services, fostering a culture of love, service and hope in every interaction."

Overview:

The Executive Assistant will provide high-level administrative and operational support to the CEO and executive leadership team. This role is responsible for managing the CEO's schedule, coordinating travel, preparing meeting materials, and ensuring smooth execution of executive priorities. In addition, the Executive Assistant will oversee contract and compliance management, support HR onboarding processes, and assist with facilities, insurance, and risk management functions.

Key Responsibilities

• Administrative & Scheduling: Provides comprehensive administrative support by managing the CEO's schedule, coordinating travel and meeting logistics, preparing documents and presentations, facilitating reporting and approvals, and ensuring smooth execution of board and leadership meetings.
• Contracts & Compliance: Assists with contract and compliance processes by managing agreements, maintaining documentation in Compliatric, monitoring renewals, ensuring workforce exclusion check compliance, and providing accurate reporting for executive oversight.
• HR & Onboarding Support: Supports HR and compliance functions by managing staff system access, maintaining onboarding/offboarding documentation, updating employee records, and serving as liaison for annual reports and filings.
• Facilities, Insurance & Risk Management: Assists with facilities and risk management by supporting lease administration, maintaining liability and vehicle insurance policies, coordinating renewals and certificates, monitoring organizational risk needs, and working with agents to ensure appropriate coverage.

Successful Matthew 25 Employees Will:

• Ensure that those we work alongside and serve feel honored and
• Understand that teamwork and community partnerships allow us to maximize our resources to best meet the needs of those we work alongside and serve.
• Be humble and devoted to meeting the needs of those we work alongside and serve above our own.
• Be committed to providing top quality, person focused services to those we work alongside and serve
• Inspire and support a vision of success within those we work alongside and serve through education and encouragement.
• Place a high priority on learning and are committed to change and improvement in order to always best meet the needs of those we work alongside and serve.
• Support and comply with the policies, strategic plans and goals of the organization.
• Contribute to a positive workplace culture by acting and communicating in a manner so as to get along with clients, co-workers and managers
• Maintain regular and predictable attendance.

Communication Skills Must be able to communicate in both written and verbal form

Language Skills Ability to read and interpret documents. Ability to write routine documentation and correspondence.

Mathematical Skills Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.

Reasoning Ability Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Computer Skills Intermediate computer skills are essential in use of an electronic medical record.

Other Skills and Abilities Must be detail oriented, have ability to multi-task and possess great interpersonal skills.

Physical Demands The physical demands described here are representative of those that must be met by any worker to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this Job, the worker is regularly required to talk and hear. The worker is frequently required to stand; walk; use hands to finger, handle, or feel and reach with hands and arms. The worker is occasionally required to sit and stoop, kneel, crouch, or crawl. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

*Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Qualifications

• Bachelor's degree in business administration or related field preferred.
• 3–5 years of experience in executive support, compliance, or office management.
• Familiarity with compliance systems (e.g., Compliatric) and liability policy administration.
• Strong organizational, multitasking, and communication skills.
• Discretion in handling sensitive information.
• 100% Commitment to Matthew 25's mission, vision and values
• Flexibility, as our services are available to a large geographic area in the state of Kentucky, which may require some travel
• Valid Driver's License with at least three (3) years driving experience and less than two (2) moving violations in the past three (3) years.
• Must be able to pass a drug screen and background test.

Position Type/Expected Hours of Work This is a full-time position. Days and hours of work vary, but are typically Monday through Friday, 8:00 a.m. to 4:30 p.m. Occasional evening and weekend work may be required as job duties demand.

This position is considered a hybrid position when duties are performed within the scope of this job description. If performing duties outside of the essential duties of this job description, the employee may request an alternative accommodation from their director to best meet the needs of the employee for the terms of the irregular duties. (Example: Employee is participating in a virtual conference and is requesting to WFH to attend and accommodate employee needs during the time of the conference).

Work Environment

This job operates in a professional clinic environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Other Duties:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.