Executive Administrative Assistant

Schedule: Monday through Friday, 8am -5pm

JOB PURPOSE: The Executive Administrative Assistant is responsible for providing complex, professional level administrative support, research assistance, and project management and other leadership as assigned. This position requires discretion and judgment in handling confidential and sensitive information. The Executive Administrative Assistant possesses high-level administrative experience, the ability to manage multiple projects and priorities in a fast-paced environment, professional telephone, and interpersonal demeanor, as well as advanced written and communication skills.

The Executive Administrative Assistant is the first administrative point of contact between the assigned Chief Executive and other leadership members as assigned; including internal and external clients.

The primary goal of the El Rio Health Executive Administrative Assistant is to support El Rio's Mission of providing comprehensive, quality health care that is affordable and accessible to all who may have healthcare needs, by successfully performing the primary essential functions.

Essential Job Functions:

• Manages the assigned Chief Executive's calendar, travel arrangements, and reimbursements.
• Provides administrative support to other leadership as assigned.
• Coordinates travel arrangements and processes expense reimbursements for the assigned Chief Executive and leadership as assigned.
• Conducts research, compiles data, and prepares papers for consideration and presentation as assigned.
• Schedules and coordinates meetings, including, but not limited to:
• scheduling room availability
• creating and distributing agendas
• taking and transcribing meeting minutes
• preparing and distributing information packets
• Prepares agendas and coordinates catering for luncheons, for committee, board, and other meetings.
• Creates, Files, and retrieves documents, records, and reports.
• Creates, modifies, and maintains departmental spreadsheets ensuring effective and optimal operational use and reporting.
• Reads and analyzes incoming memos, submissions, and reports to determine their significance and discuss their distribution with the Chief Quality and Medical Informatics Officer and other leadership as assigned.
• Demonstrates initiative and independence, exercising good judgment within the scope of authority.
• Provides administrative support for meetings including writing minutes and develops an action-item tracking system and assist with status updates.
• Reviews operating practices and procedures to determine and recommend  improvements in areas such as workflow, reporting procedures, or expenditures.
• Applies principles and processes for providing customer and personal services, including customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
• Develops specific goals and plans to prioritize, organize, and accomplish work.
• Monitors HRSA federal requirements and applies practices in order to keep the organization in good standing.
• Performs outreach, tracks project budgets, and oversees the minute details associated with complex task tracking.
• Supports project scoping and prioritization meetings and communicates timelines and progress, as necessary.
• Supports assigned projects through all six phases:
• Conception
• Initiation
• Definition and Planning
• Execution
• Performance
• Control and Close
• Maintains organizational, employee, and/or patient confidentiality by controlling the environment and securing information. 

Minimum Education, Experience, Skills, Abilities:

• Associate Degree in Administration, Public Policy, or a related field from an accredited university.
• Seven (7) years' experience with direct administrative support of executive level leadership.
• Employees in this position are required to have reliable transportation that can meet any operational reassignments of the organization during the workday. If an employee is driving during work hours, the employee is required to possess a valid driver's license and must comply with Arizona vehicle insurance requirements. 

If applicable, equivalent combination of education and experience may be considered, and must be directly related to the functions and responsibilities of the job.

Preferred Education, Experience, Skills, Abilities:

• Bachelor's Degree in Administration, Public Policy, or a related field from an accredited university.
• Ten (10) years' experience with direct administrative support of executive level leadership.
• Advanced in formatting and manipulating Excel documents for printing and presentation, as well as Word and/or Power Point documents for distribution, printing, and presentation. 
• Bilingual (English/Spanish) with the ability to speak, read and write in both languages

El Rio Health is a diverse and inclusive organization. We are invested in helping you and your family Create Tomorrow.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

El Rio Health does not discriminate on the basis of race, color, religion, national origin, sex, sexual orientation, gender identity or expression, age 40 and over, disability, genetic information, military status, ancestry, marital status, familial status, or any other status protected by law or regulation. 

It is our intention that all qualified applicants be given equal opportunity and that selection decisions are based on job-related factors.

El Rio Health requires all employees (except those 100% working remotely) to have a Level One Fingerprint Clearance card. A.R.S. 36.425.03. If the prospective employee does not possess this prior to hire, fingerprint application must be completed within 7 days post hire. 

All employees are strongly recommended to obtain Bivalent COVID-19 vaccine, and maintain vaccination status (i.e. boosters as recommended by CDC and/or other public health agencies) to include an Influenza vaccination.
Subject to exemptions and accommodations when required by law, all employees are required to follow El Rio Health Clinic's masking and PPE policies (N95 preferred) when interacting with patients, co-workers, visitors, vendors, etc.

All employees are required to undergo drug testing prior to employment and, will be subject to post-accident, reasonable suspicion, return to duty and follow up drug and alcohol testing in compliance with Federal and State regulations for alcohol and controlled substance testing. Employees in positions holding responsibility for the safety and welfare of others will also be classified as safety sensitive. 

El Rio Health is a Non-profit 501 (c3) Federally Qualified Health Center (FQHC) and abides by all applicable federal Drug-Free Workplace standards.