Executive Assistant

SUMMARY: Under the direction of the CEO, directs and coordinates development and production activities of the organization by fulfilling the following duties personally or through subordinate personnel. 
RESPONSIBILITIES, AUTHORITY AND ACCOUNTABILITY include the following. Other duties may be assigned. 
RESPONSIBILITIES: The Executive Assistant is responsible for the secretarial and administrative support to the CEO. Acts as a liaison between Administrator/CEO and management personnel, Board Members, prominent community leaders and visitors. Performs with minimal supervision. Adheres to all safety policies and procedures. Notifies CEO of any known hazards. Above the normal securities and expectations of all employees that work within the company, the Executive Assistant is also held to a higher level of integrity and security due to the fact that they provide strict confidential executive-level support to the CEO. Handling to a high degree the confidential information which could have an immediate negative impact on the company operations, performance, or value if shared beyond its intended audience. The position will respect and maintain the security of the information at all times. The Executive Assistant will keep the CEO informed of any potential or known information that could impact the organization. 
DUTIES 

•    Acts as liaison between CEO and management personnel, Board Members, prominent community leaders and visitors.
•    Receives and screens telephone calls; answer routine and specific questions, take accurate messages and keep CEO informed of identity and nature of calls handled during absence of same. Assist with front office coverage as needed
•    Handles CEO's incoming mail to make available for review.
•    Take initiative in preparing response to correspondence, alleviating the CEO of task of preparing a response personally when appropriate.
•    Takes and transcribes dictation, for all meetings as required by the organization and composes correspondence.•    Arranges and maintains in conjunction with CEO a smooth-flowing calendar for the CEO and ensuring the appropriate materials are available for meetings. Takes initiative to reschedule appointments when necessary.
•    Acts as recording secretary for Board Meetings and committees, and department supervisor meetings. Handles the Administration of the organizations telephone system.
•    Coordinates travel, hotel, car arrangements and seminar registration for CEO and Board Members. Assemble business data as needed for meetings
•    Establishes and keeps current office files for the CEO and safeguards the confidentiality of those files and records.
•    Assists with the handling of the organizations healthcare and grant contracts.
•    Supervises the PBX operation and ensures coverage for the phone system.QUALIFICATION REQUIREMENTS: To perform this job successfully, an individual must be able to perform each essential duty satisfactory. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 
EDUCATION AND/OR EXPERIENCE: High school graduate or equivalent with at least five years of secretarial experience and/or training preferably in a healthcare setting with minimum of three years in a supervisory role; or equivalent combination of education and experience. Two years college or business school. Type 65-wpm, word processing and ability to take minutes through transcribing. 
LANGUAGE SKILLS: Ability to read, analyze and interpret common scientific and technical journals, financial reports, and legal documents. Ability to respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community. Ability to effectively present information to top management, public groups, and/or board of directors. 
REASONING ABILITY: Ability to define problems collects data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables. 
PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.