Executive Assistant to the CEO

Job Description

Job Description

Reports To: Chief Executive Officer

Greater Baden Medical Services (GBMS) is a Federally Qualified Health Center (FQHC) dedicated to providing high-quality healthcare across Southern Maryland. With 9 clinical sites across Prince George's, Charles, and St. Mary's counties, we serve over 18,000 patients each year. We provide fully integrated care that includes primary care, pediatrics, women's health, Title X family planning, dental care, behavioral health, WIC, pharmacy services, and the Ryan White HIV/AIDS program. Our patient population is primarily made up of Medicaid and uninsured individuals. We are deeply proud to deliver these vital services to everyone in our community, regardless of their ability to pay, making Greater Baden an incredibly rewarding place to grow your career while making a tangible, life-changing impact every day.

Job Summary

The Executive Assistant provides high-level, detail-oriented administrative support to the Chief Executive Officer (CEO) and Board of Directors at Greater Baden Medical Services. Working in a fast-paced environment, this role serves as a warm, personable, and highly professional first point of contact for the Executive Office. The ideal candidate excels at creating organized workflows and systems, managing complex scheduling, coordinating event logistics, and maintaining seamless administrative operations with precision and discretion.

Key Responsibilities

Executive Administration & Systems Management

• Manage demanding, shifting calendars for the CEO and Board of Directors, ensuring flawless scheduling, travel itineraries, and daily logistics.
• Develop, implement, and maintain efficient administrative systems, tracking tools, and digital filing structures to streamline Executive Office workflows.
• Serve as a welcoming, personable first point of contact—screening and routing incoming calls, emails, and visitors with exceptional professionalism.
• Draft, proofread, and format executive correspondence, memos, agendas, and documentation with meticulous attention to detail.
• Reconcile executive expenses, monitor departmental administrative workflows, and maintain strict confidentiality of all organizational and health center records.

Meeting, Event & Project Logistics

• Coordinate end-to-end logistics for executive meetings, Board retreats, all-staff assemblies, and special events (catering, venue setup, audiovisual tech, and attendee coordination).
• Track action items, deadlines, and project milestones across the Executive Office, ensuring deliverables stay organized and on schedule.
• Compile, design, and distribute clear, well-organized briefing packets, presentation slides, and meeting binders.

Board of Directors Support

• Organize regular, committee, and annual Board meetings, managing calendar invites, meeting materials, and technology setups.
• Accurately assemble and distribute comprehensive Board packets in advance of meetings.
• Maintain official Board rosters, governance records, and historical files in an organized, accessible system.

Qualifications

• Experience: Minimum of 5 years of progressively responsible administrative experience supporting C-suite or senior-level executives in a fast-paced setting.
• Systems & Detail Orientation: Demonstrated ability to establish efficient office processes, manage complex data/filing systems, and execute work with exceptional accuracy and follow-through.
• Interpersonal & Communication Skills: Highly personable and approachable demeanor paired with polished, articulate written and verbal communication skills.
• Professionalism & Discretion: Proven track record of handling sensitive health center and executive information with strict confidentiality and sound judgment.
• Technical Proficiency: Advanced skills in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and virtual meeting platforms (Teams, Zoom).
• Education: Associate Degree required, Bachelor’s degree or a related field preferred.

Work Environment

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

Physical and Mental Demands

1. Ability to remain in a stationary position 50% of the time.
2. Ability to cope with stress.
3. Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine and computer printer.
4. The person in this position frequently communicates with patients and/or employees. Must be able to summarize and exchange accurate information.
5. Performs a variety of duties, often changing from one task to another.
6. Performs with frequent interruption or distractions.
7. Adjust priorities quickly as circumstances dictate.
8. Ability to interact appropriately with colleagues for different purposes in different contexts.
9. Expressing or exchanging information to convey detailed spoken instructions accurately, or quickly.
10. The ability to judge distances and spatial relationships to see objects where and as they are.
11. Cognitive ability to analyze, count, summarize and synthesize information from multiple sources.

Language Skills

Ability to read and interpret written or verbal documents and instructions. Ability to speak effectively to patients, employees and/or stakeholders of the organization.

Travel

Must be able to drive between Greater Baden Medical Services, Inc. locations.