Executive Assistant

POSITION SUMMARY

The Executive Assistant provides confidential executive level support to the CEO, CFO and Senior Leadership Team as needed. The Executive Assistant is responsible for coordinating all Board meetings and subcommittees including, but not limited to, notice of meetings, agendas, preparation of materials, logistical arrangements, minutes and transcripts.

• Performs secretarial, clerical and administrative services, and deals with a variety of confidential information on a routine basis.
• Handles a broad range of information with sensitivity and confidentiality.
• Manages daily communication to and from the CEO to ensure the precise & timely transfer of program, department and facility information.
• Arranges conference, board and committee meetings as requested and provides the necessary support for the success of such meetings.
• Responsible for scheduling, arranging locations, room set‑up and monitoring for quorum of Boards of Directors.
• Prepares and disseminates Board of Directors packet on a scheduled and timely basis.
• Attends board and related subcommittee meetings, records minutes and transcribes to formal record. Prepares agenda documentation and disseminates to board members; ensures compliance with board bylaws.
• Maintains an orderly system of file management for the Board and related subcommittees. Files are maintained to compliance standards.
• Schedules and attends staff leadership meetings as recording member and other meetings as assigned.
• Maintains an orderly system of file management for the Senior Leadership Team minutes. Files are maintained to compliance standards.
• Receives, sorts, distributes or files all incoming correspondence and other mail.
• Ensures the postage machine has credit and confirms outgoing mail has correct postage.
• Schedules travel logistics for the Senior Leadership Team as requested.
• Assists in maintaining and updating the organization’s websites, social media platforms with guidance from CEO, CPHO, COO.
• Assists with maintenance of the training and policy platform.

Required:

High School Diploma and 2 years of related experience or Associate's degree in related field.
Preferred:
Bachelor's Degree in Healthcare or Business Administration or related degree.

• 4+ years of senior administrative assistant or similar experience preferred.
• Knowledge and skills in electronic platforms such as Zoom, Teams, SharePoint, etc.

• Proficient with Microsoft Office Suite or related software.
• Knowledge of standard office administrative practice and procedures.
• Knowledge of grammar, spelling, punctuation, modern office practices and procedures.
• Strong communication skills with the ability to interface with customers at all levels.
• Strong understanding and compliance with required confidentiality practices.
• Extreme attention to detail and organization.
• Ability to multi‑task, prioritize and meet changing deadlines.
• Ability to work well with individuals of diverse socioeconomic, cultural, and intellectual backgrounds.

This position does not have any direct reports.

May require sitting for a long period of time. Some bending, lifting, stooping and stretching required. Requires normal range of hearing and eyesight. Requires eye‑hand coordination and manual dexterity to operate office equipment such as computer keyboard, photocopier, telephone and calculator. Some lifting may be involved, up to 35 pounds.

Good Neighbor Community Health Center and East Central District Health Department's employees are subject to 5 USC 1502 of the Hatch Act. The above job description is meant to describe the general nature and level of work being performed; it is not intended to be construed as an exhaustive list of all responsibilities, duties and skills required for the position. All job requirements are subject to possible modification to reasonably accommodate individuals with disabilities.

Some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees. This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job‑related requirements and to perform other job‑related duties requested by East Central District Health Department/Good Neighbor Community Health Center in compliance with Federal and State Laws.

Requirements are representative of minimum levels of knowledge, skills and/or abilities. To perform this job successfully, the employee must possess the abilities or aptitudes to perform each duty proficiently. Continued employment remains on an "at‑will" basis. FTCA liability protection for medical malpractice is afforded to covered individuals by virtue of their working relationship with GNCHC, a FTCA covered entity when they are performing covered activities.