Executive Assistant

Executive Assistant

Pay Range: $28.00 to $42.27 Hourly

Hours: Monday-Friday, 8:00am-5:00pm (time may vary based on support needs)

Would you like to have a career that makes a daily difference in people's lives? Do you want to be part of a caring, respectful, diverse community? If you answered yes to these questions, keep reading!

HealthPoint is a community-based, community-supported and community-governed network of non-profit health centers dedicated to providing expert, high-quality care to all who need it, regardless of circumstances. Founded in 1971, we believe that the quality of your health care should not depend on how much money you make, what language you speak or what your health is, because everyone deserves great care.

Position Summary:

The Executive Assistant is responsible for providing high-level administrative support to designated senior executive(s), ensuring seamless operations of daily tasks. This senior-level role involves handling highly confidential and strategic business matters. The position entails managing a diverse range of functions and complex special projects, necessitating organizational skills to handle information across various subject areas, policies, and programs. It demands attention to detail, exceptional customer service skills, and the ability to exercise discretion and sound judgment when managing sensitive and confidential information. The role involves extensive interaction with both internal and external contacts.

Compensation is dependent on skills and experience.

Your contribution to the team includes:

• Partners and provides administrative support to an assigned member of the Senior Leadership Team (SLT).
• Serves as a business partner to support leaders' business priorities, ensuring Senior leaders are well supported to achieve core business priorities and initiatives.
• Collaborates with Senior Leaders and their teams on short-term project-based assistance, reporting, and high-level administrative assignments.
• Manages and prioritizes leaders' calendars and schedules with both internal and external community partners.
• Participates in or leads the planning arrangements for meeting events and catering.
• Provides meeting, training, and event support for leadership tables and committees. Tasks include scheduling, arranging conference space and catering, preparing, and assembling agendas and materials, transcribing and distributing meeting minutes, and maintaining meeting documents.
• Offers technical assistance, arranges, and participates in video conference calls and virtual meetings.
• Has project coordination experience and ability to manage short-term projects.
• Works collaboratively within the Executive Services Team to support best practices, identify improvements, and increase efficiency in standard processes, participating in team-based learning and providing cross-coverage for team members as needed.
• Maintains the Executive Assistant Position Manual via OneNote
• Maintains good attendance, is punctual and works full scheduled shift is a condition of employment.
• Demonstrates respectful, professional, and appropriate behavior that supports a team-oriented work environment.
• Demonstrates a commitment to the mission, core values and goals of HealthPoint and its healthcare delivery including the ability to integrate values of integrity, wisdom, creativity, cooperation, responsibility and respect into appropriate programs and services.
• Attend staff meetings, in-service meetings and participate in agency committees and task force activities as required.
• Performs other duties as assigned by supervisor.

Must have's you'll need to be successful:

• Minimum two (2) years of college or successful completion of a vocational administrative office/business course, AA or BA degree preferred and minimum five (5) years high level professional administrative assistant or experience, or equivalent combination of education and experience.
• Ability to read and interpret technical and other complex documents. Ability to write routine correspondence, including emails on behalf of C-Suite and Senior Leaders and meeting minutes. Ability to present information one-on-one and in group situations to internal and/or external clients.
• This role requires exceptional reasoning and critical thinking skills. While some assignments may be routine, the position often involves complex, non-recurring tasks that demand high levels of attention and concentration. The Executive Assistant must exercise significant discretion and judgment to manage and prioritize activities and projects, especially when accommodating emergent tasks or urgent projects. Strategic planning and the ability to think ahead are essential to ensure smooth operations and effective support for senior leadership.
• The position demands advanced proficiency in computer operations. The Executive Assistant must demonstrate expert-level abilities with Microsoft Word, Excel, Outlook, and other essential software programs. Proficiency in PowerPoint, OneNote and Microsoft Teams is highly preferred. Additionally, familiarity with collaboration tools and platforms to facilitate virtual meetings and remote work is crucial, ensuring the seamless execution of administrative tasks and support functions.

Proof of vaccination for COVID-19 is required, prior to start. HealthPoint does not accept the Johnson & Johnson COVID-19 vaccine as proof of vaccination. If you have received the Johnson & Johnson vaccine, we ask that you provide documentation demonstrating proof of an alternate COVID vaccine or vaccine series. All new employees are also required to show proof of immunizations and/or immunity to MMR (measles, mumps, rubella), Varicella, annual Influenza and TB QuantiFERON Gold Titer. Additionally, if you work in a HealthPoint clinic, Tdap (within last 10 years) is required. Hepatitis B is required for clinical employees with potential exposure to blood/blood products. All immunizations are a condition of employment. Upon hire, employees must provide proof of their immunizations and/or immune titer results prior to starting or no later than their fifth (5) business day of employment.

Where to gather your records:

• If you are providing immunizations from an electronic health record, please ensure that you obtain a copy of your full records rather than a screenshot. Each page of your records should include your first and last name, date of birth, and the name of the health system from which the records are pulled.
• If records do not show any data, please seek guidance from your provider for further assistance.
• If you are unable to provide proof as noted above, you can choose to have a lab titer drawn to check immunity or to be re-vaccinated. If you receive vaccination(s) or lab titers, you may obtain them through HealthPoint at no cost to you. This is a great opportunity to get your immunization record up to date at no additional expense.

HealthPoint is committed to offering all employees a competitive compensation package, including benefits and several other perks.

• Medical, Dental, and Vision for employees and their families/dependents
• HSA, FSA plans
• Life Insurance, AD&D and Disability Coverage
• Employee Assistance Program
• Wellness Program
• PTO Plan for full-time benefited employees. During 0 -.99 years of service, PTO accrual is 5.23 hours per pay period.
• Extended Illness Time Away of 40 hours
• 8 holidays and 3 floating holidays
• Compassion Time Away up to 40 hours
• Opportunity Time Off (extended time off for staff to invest in themselves) up to 8 weeks
• Retirement Plan with Employer Match
• Voluntary plans at a discount, such as life insurance, critical illness and accident insurance, identity theft insurance, and pet insurance.
• Development and Growth Opportunities

It is the policy of HealthPoint to afford equal opportunity for employment to all individuals regardless of race, color, religion, sex (including pregnancy), age, national origin, marital status, military status, sexual orientation, because of sensory, physical, or mental disability, genetic information, gender identity or any other factor protected by local, state or federal law, and to prohibit harassment or retaliation based on any of these factors.