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Form of workExecutive Administrative Assistant
Reports Directly to the CEO, the Executive Administrative Assistant provides high-level administrative, clerical and project support services to Executives and Board Members of the organization. The Executive Administrative Assistant is responsible for preparing correspondence in final form, receiving visitors, scheduling meetings, maintaining files, vendor contract management, and completing special projects as assigned. The ideal candidate will be an individual who exudes the highest level of professionalism and displays an ability to properly deal with sensitive and confidential information. Incumbents in this position must exercise the highest level of confidentiality, judgement, discretion, sensitivity, diplomacy, and tact.
Job Duties and Responsibilities
- Performs a wide variety of word processing tasks to prepare correspondence, memoranda, and reports.
- Prepares a variety of highly confidential, specialized, and recurrent reports using word processing, spreadsheet, and database and/or presentation software.
- Serve as primary contact for internal and external constituencies on all matters pertaining to the CEO, including those of a highly confidential or critical nature.
- Takes and relays messages for the Executive Team and Board Members.
- Arrange and handle all logistics for Board meetings and events: schedule meetings; draft agendas; develop;, compile, and distribute presentation materials.
- Provides administrative support for Board and Committee Agenda process to include maintenance of corporate documents for regulatory and legal review; coordination of meetings, agenda, and reports; acts as a minute-taker; responsible for meeting set-up, including catering for venue; and general support of Board member’s contacts.
- Maintains accurate filing system for the organization’s vendor contracts and business associate agreements.
- Provide sophisticated calendar management for CEO.
- Arrange meetings, conferences, schedule appointments and make travel arrangements.
- Prioritize inquires and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.
- Complete a broad variety of administrative tasks that facilitate the CEO’s ability to effectively lead the organization, including assisting with special projects; designing and producing complex document, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists and making travel arrangements for executive staff.
- Keep track of all receipts regarding travel, and meal orders. Make sure that all travel and meal order receipts are given to accounts payable.
- Work closely with CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
- Provide “gatekeeper” and “gateway” role, providing a bridge for smooth communication between the CEO and staff, demonstrating leadership to maintain credibility, trust, and support with the Executive Team.
- Work with Executive Team to coordinate the CEO’s outreach activities. Follow up on contacts made by the CEO to cultivate ongoing relationships.
- Invest in building long-lasting relationship internally and externally.
Required skills and abilities
- Exceptional verbal, written communication skills, interpersonal and customer service skills.
- Exceptional organizational skills and attention to detail.
- High degree of professionalism in dealing with diverse groups of people, including Board members, senior executives, staff, and vendors.
- Exceptional time management skills with a proven ability to meet deadlines.
- Ability to complete a high volume of tasks and projects with little or no guidance.
- Able to maintain a high level of integrity and discretion in handling confidential information.
- Ability to switch gears at a moment’s notice.
- Proficient with EMR systems, healthcare organization processes, and advanced knowledge of Microsoft Office Suite and/or related business software.
- Perform other duties as they are assigned.
Education and Experience
- High School Diploma or equivalent, required.
- Bachelor’s degree in business administration, finance, or related field and/or equivalent experience, strongly preferred.
- Five years related executive support experience or combination of related education and experience preferred.
Physical requirements
- Prolonged periods of sitting at a desk and working on a computer.
- Must be able to lift up-to 15 pounds at times.
