Executive Assistant

Job Summary

Provides high-level administrative support to the CEO, Board of Directors, and the Senior Leadership team. Requires strong computer and internet research skills, as well as excellent written and verbal communication skills. Must be able to manage multiple priorities. The position also requires flexibility, excellent interpersonal and organizational skills, the ability to work well with all levels of management, staff, and Board members, as well as outside clients and vendors. Experience in handling a wide range of administrative and executive support related tasks and ability to work independently with little or no supervision is required. Must have strong decision-making skills and be attentive to details.

Essential Responsibilities

• Maintains calendar for CEO and other Sr. Leaders as needed, ensuring meeting materials are available prior to meetings, and proactively monitors future schedule to ensure sufficient pre-planning.
• Provides support for Board of Directors as requested, e.g., preparing agendas, scheduling meetings for Board and Committees, correspondence.
• Attends, takes minutes, and schedules follow-up meetings for key leadership meetings including All Agency meetings.
• Sorts and reviews mail in priority order
• Schedules meetings as requested, including preparing agendas, notifying participants, arranging for technology, and taking/transcribing meeting minutes.
• Prepares correspondence with direction from supervisor.
• Ability to handle sensitive and confidential information with discretion.
• Prepares and updates PowerPoint presentations as needed.
• Books Travel Arrangements for CEO and others as requested.
• Manages travel policy for all staff and books travel/conferences/education trainings for all staff.
• Updates intranet (SharePoint) with new announcements, updates, events and pictures.
• Manages annual United Way campaign.
• Processes and tracks expense reports
• Maintains CEO files and binders, and audits annually for updating/purging/retention.
• Liaises with leadership team to coordinate CEOs presence at required meetings and events.
• Regularly organizes and purges CEOs emails
• Organizes agency employee events, holiday gatherings and Lunch & Learns.
• Collaborates closely with HR to help source and prescreen candidates for hiring, schedule interviews and assist in Onboarding as needed.
• Schedules orientation for new leaders and ensures the orientation checklist is completed.
• Performs other related job duties as assigned by Supervisor.

Secondary Responsibilities

• Participates as a member of the administrative team.
• Backs up Reception and HR Specialist as needed.
• Provides support to Senior Leadership team as needed.

Compliance

• Ensures all HIPAA Privacy and Security Regulations, Medicare Conditions of Participation, and all other regulatory/compliance requirements are understood and followed.

Requirements

Education/Experience

• 5+ years experience supporting at the executive/management level.
• Previous legal and/or healthcare experience preferred.
• Bachelor's degree preferred.
• Experience working with multiple supervisors preferred.

Skills Required

• Strong knowledge of MS Office, including Word, Excel, PowerPoint, and Outlook
• Excellent calendar management skills

Certifications, Licenses, Registrations

• Pass OIG/GSA review and all required background checks

Physical Demands

• Strength to lift and carry materials weighing up to 10 pounds.
• Vision to read printed materials and a computer screen.
• Hearing and speech to communicate in person and over the telephone.

Work Environment/Environmental Condition

• Must possess mobility to work in a standard office setting and to use standard office equipment, including a computer.