Executive Assistant To The Ceo, Board Liaison

DC Primary Care Association (DCPCA) works to create healthier communities through advocacy and the development of the infrastructure to support a high quality, equitable, integrated health care system that gives every DC resident a fair shot at a full and healthy life.

POSITION SUMMARY:

The Executive Assistant to the CEO and Board Liaisonprovides executive support in a one-on-one working relationship. The Executive Assistant to the CEO and Board Liaison serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the President & CEO. This position reports directly to the President & CEO. The successful candidate for this role will be required to work in the DCPCA office at least three (3) days a week. However, DCPCA also offers an alternative 5-4/9 compressed work schedule.

The Executive Assistant to the CEO and Board Liaison also serves as a liaison to the board of directors and senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects. The Executive Assistant to the CEO and Board Liaison must be creative and enjoy working within a small, entrepreneurial environment that is mission-driven, results-driven and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. They will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Executive Support:

• Completes a broad variety of administrative tasks for the President & CEO including managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.

• Serves as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO, including those of a highly confidential or critical nature.
• Prioritizes and determines appropriate course of action, referral, or response, exercising judgement to reflect CEO’s style and organization policy.
• Communicates directly, and on behalf of the President and CEO, with Board members, donors, Foundation staff, and others, on matters related to CEO's programmatic initiatives.

• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the President, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
• Provides a bridge for smooth communication between the President's office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
• Works closely and effectively with the CEO to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the President updated.
• Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the President, some of which may have organizational impact.

• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the CEO's ability to effectively lead the company.
• Prioritizes conflicting needs; handle matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Oversees and orchestrates office business activities with precision, dedicated to fostering a productive and efficient work environment for all staff, board of directors, and other stakeholders in alignment with the President and CEO’s vision.

Board Support and Liaison :

• Serves as the President's administrative liaison to DCPCA’s Board of Directors.
• Arranges and handles all logistics for Board meetings and events: schedule meetings; draft agendas; develop, compile, and distribute presentation materials; and record meeting minutes on behalf of Board Secretary.
• Assists board members with travel arrangements, lodging, and meal planning as needed.
• Maintains discretion and confidentiality in relationships with all board members.

• Adheres to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format.
• Works closely with the CEO to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately.
• Anticipates CEO’s needs before meetings, conferences, etc.

Senior Management Liaison:

• Participates as an adjunct member of the Executive Team including assisting in scheduling meetings and attending all meetings.
• Assists in coordinating the agenda of senior management team meetings and off-sites, and all staff meetings.
• Facilitates cross-divisional coordination of travel and outreach plans.

Communications, Partnerships, and Outreach:

• Ensures that the President's bio and other communication materials are kept updated and responds to requests for materials regarding the President and the organization in general.
• Edits and completes first drafts for written communications to external stakeholders, donors, and partners.
• Follows up on contacts made by the President and supports the cultivation of ongoing relationships.

Strategic Initiatives:

• Supports research and analysis to provide valuable insights to strategic initiatives.
• Supports the President and CEO, senior leadership, board of directors, and other stakeholders in the planning and execution of strategic initiatives that align with organization goals and timelines.

Education and Experience Competencies:

Required:

• Associate degree or 3 years of related experience and strong work tenure: 3+ years of experience supporting C-level executives.
• Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms.
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly, with excellent attention to detail.
• Extraordinarily strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors.
• Intermediate level written and verbal communication skills.
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands and demonstrate the highest level of customer/client service and response. Preferred:

• Professional presence reflecting positively, and demonstrating reliability, competence, emotional maturity.
• A highly resourceful team-player, with the ability to be effective independently.
• Demonstrated proactive approaches to problem-solving with strong decision-making capability.
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
• Forward looking thinker, who actively seeks opportunities and proposes solutions.

This position is primarily sedentary in the Washington DC office with occasional overnight travel and may require some bending and lifting. DCPCA is a fast-paced, high-energy organization with a very ambitious agenda and a staff that is highly motivated. This position may experience high work demands under tight timelines.

DCPCA offers a comprehensive benefits package that includes health, dental, vision, retirement, and paid leave.

DCPCA is an Equal Opportunity Employer.