Executive Assistant

Executive Assistant

Provides executive level support to the offices of the President/CEO and the Senior Vice President/Clinical Director, and other Officers of the organization as requested. Provides key support to the Board of Directors and Board Committees' in preparation of all meeting materials, ensuring quorum for meetings and support during meetings, prepares final minutes for approval by CEO/SVP. Coordinates and prepares materials for travel and conference presentations. Ensures up to date Board of Director manual and training for new Board members. Maintains complex calendars, prepares briefing materials for meetings as appropriate and ensures appropriate attendance and follow up action planning. Leads key projects if assigned. Review key metrics of performance of the organization and flags areas needing immediate review. Works closely with other corporate officers including CFO/Treasurer, Secretary/Legal Counsel and Compliance Officer. May be called up to represent the offices of the President/CEO/SVP in meetings upon request. Able to provide tours, manage videoconferencing for internal and external key meetings, and support guests and visitors of the Middletown site. Represents the mission, values, and standards of the organization at all times and in all situations. Supports key initiatives and events.

Role and Responsibilities

• Handle projects and assignments requiring independent judgment, excellent problem solving skills, and in-depth knowledge of agency functions, programs, ongoing activities and priorities
• Demonstrate your exceptional commitment to accuracy, detail, and follow-up, along with an ability to work under high intensity situations when necessary
• Interact effectively and professionally with individuals at all levels, including management, board members, government officials, members of the media, and other community associated individuals
• Provide clerical, organizational and technical support to centralized executive staff
• Arrange meetings and conferences, schedules appointments and perform other duties related to maintaining agency executive schedules
• Record/maintain minutes from meetings and forward/follow-up with respective personnel accordingly
• Take an active role in meetings and committees when appropriate or when executive staff is not present
• Prepare documents for agency executives relating to the provision of medical, dental, mental health and social services
• Handle sensitive and confidential information with tact and diplomacy, using good judgment, discretion and professionalism
• Compile, manage and maintain spreadsheets, graphs, reports based on data collected
• Remain flexible in work schedule in order to provide the most effective and efficient support for the company

Qualifications

• BA/BS degree required at minimum.
• Prior experience supporting senior level executives
• Background in healthcare field helpful, but not required
• Expert level computer skills (Word, Excel and PowerPoint, Zoom)
• Proven ability to maintain confidentiality
• Crisis management skills
• Professional & polished demeanor
• Excellent written, oral and interpersonal communication skills essential
• Exceptional organizational, time-management, prioritization, and multi-tasking skills
• Professional responsiveness and adaptability to rapid change
• Leadership experience
• Ability to work with minimal supervision, be resourceful and demonstrate excellent problem solving skills
• Flexibility and willingness to occasionally work early, late or weekend hours

Physical Requirements/Work Environment

Excellent oral and written communication skills are essential.

1. Combination of sustained periods of sitting at keyboard, walking and stair climbing

2. Minimal lifting and carrying activities