Executive Assistant

Overall Summary

The Executive Assistant assigned to the COO or CSD is responsible for providing administrative support ensuring the smooth workflow and daily activities of the Chief Operations Officer (COO) or Chief of Strategic Development (CSD), working with highly confidential information and matters. Acts as the primary point of contact for both internal and external constituencies, assists and represents the COO or CSD in communicating with constituents, and handles multiple projects and other matters as they arise.

Essential Responsibilities

Under the general direction of the Business Office Manager, the Executive Assistant performs a variety of complex, professional, analytical, and confidential Administration services. Duties include:

• Responsible for day-to-day administrative functions of routine nature to complex special projects that require the ability to organize and communicate information.
• Provides administrative support to the COO or CSD and Senior Management such as prepare meeting minutes, reports, letters, memos and other correspondence.
• Provides support to include handling walk-up, phone interactions, and maintaining calendars, travel arrangements, screening, analyzing, and responding to incoming correspondence, handling day-to-day problems and situations.
• Performs a range of operational support activities to include but not limited to research and analysis on specific issues, special project oversight, and serving as liaison with other departments on basic administrative or operational matters.
• Compiles a variety of narrative, statistical, financial and other documentation as needed for various reports.
• Establishes, maintains, processes, and updates files, records, certificates, and/or other documents.
• Provides assistance and support in problem solving, project planning and management, and the development and execution of administrative and operational goals and objectives as requested.
• Track and report on Operations measures and targets
• Collaborate with department administrators to identify problems and trends in order to develop solutions to enhance the overall performance of Operations
• Performs research and analysis on specific issues, as required, and independently prepares non-routine letters and/or reports, which may be highly sensitive and confidential in nature.
• Assists in the coordination, supervision, and completion of special projects, as appropriate.
• Work flexible schedule and overtime as necessary.

Secondary Responsibilities:

• Attend workshops, training and meetings as needed, and as requested.

• Perform other related duties as assigned by supervisor.

Qualifications:

Required education, experience, training

• High School Diploma or equivalent
• Minimum of one year experience related to duties and responsibilities specified
• Proficient in Microsoft Office products including Excel, Word, and Outlook.

Preferred education, experience, training

• AA Degree in Business or related field.
• One year experience as an administrative assistant in a medical office setting.
• Community or public health experience.

Critical Success Factors in this role include: Knowledge, Skills, and Abilities

• The ability to follow directions.
• The ability to communicate effectively, both orally and in writing.
• Strong interpersonal skills with the ability to work collaboratively.
• Maintaining confidentiality
• Excellent organizational, time management and multi-tasking skills with attention to detail.
• Excellent customer service and client services philosophy in all interactions.
• Successfully manage multiple projects at the same time.
• Appreciation and respect for working with and serving a diverse population.
• Proficiency in Microsoft Office and the internet.
• The ability to investigate and analyze information, draw conclusions and problem solve.
• The ability to gather data, compiles information, and prepares reports.

Work Conditions:

Travel locally to visit other sites, may require a day or overnight trip to attend events; workload may be demanding at times; require professionalism and confidentiality.

Physical Demands:

This position requires:

• Sitting, walking, and standing associated with a normal medical/clinical office environment.
• Regular bending and stretching; and lifting.
• Manual dexterity used to include, but not limited to, standard office equipment, and computer keyboard.
• Traveling to work sites including some exposure to outside elements.
• Presenting information in front of a group.
• Reading and writing in order to review records for accuracy.

Confidential Employee:

A confidential employee is someone who helps formulate management policies regarding worker conditions and has access to confidential information that helps formulate those labor policies. Some possible examples of confidential employee job titles are: secretaries, assistants to supervisors or managers, and anyone in labor relations departments or HR. If a worker is typically in management meetings, but not a manager themselves, they may well be a confidential employee. These are personnel who assist and act in a confidential capacity to management personnel, or as someone who has regular access to confidential information re: bargaining strategy or changes the employer anticipates may result from the collective bargaining process.

Supervises:

None