Executive Assistant

Position Scope:
Assists the President/CEO and other members of the Administrative Staff by performing all duties of a confidential secretary and administrative duties on behalf of the CEO and in support of the organization’s mission and goals.

Responsibilities:

Board Liaison:

Prepares and maintains board calendars, agendas, and documentation.

Assists in scheduling and planning special board events

Utilizes electronic Board portal for efficient communications

Prepares and takes minutes for all Board and Committee meetings.

Tracks Board terms and attendance.

Contract Coordinator Maintains contract database and notifies leaders of upcoming contract renewals and expirations.

Tracks signatory for contract execution

Tracks needed documentation for contract signings and renewals.

Assists with AG filings as needed (vendor responsibility, statewide financial services, etc)
CON Coordinator Responsible for CON coordination and submission

Works with leaders to ensure timely communication and completion

Updates grants gateway and CON system pre-qualification status

Executive Assistant to the CEOGreets visitors, employees, volunteers and residents in a courteous manner ensuring proper and effective individual treatment.

Refers requests for information to appropriate administrative staff or handles such requests personally.

Schedules appointments, makes travel arrangements, coordinates special functions and maintains a working schedule/follow-up file for tasks and correspondence.

Receives, opens, dates and distributes regular and in-house mail, not marked personal and/or confidential, for the President/Chief Executive Officer.

Independently writes correspondence as requested.

Transcribes correspondence, takes dictation, takes minutes at meetings, and completes forms and reports as requested.

Copies and distributes documents as requested or arranges for others to do so. Transmits documents by Fax machine and Email.

Arranges meetings, assures meeting notices are provided on a timely basis and prepares agendas and materials for meetings of the Boards of Directors and their committees. Arranges for refreshments or light meals as requested.

Maintains a central filing system and file archival in a neat and orderly fashion assuring proper storage and security of confidential information. Maintains a current index to these files.

Schedules and reserves the Board/Conference Room for meetings. Schedules copier maintenance and requests supplies for the board room kitchen area.

Performs other duties as assigned, such as Medicaid and Medicare revalidations.

Qualifications/Education/

Experience:

Bachelor’s degree in Business Administration, or related field highly preferred. Associates degree with relevant experience and training may be accepted

Experience with project management highly preferred.

Requires a minimum of three to five years related experience.

Must have advanced technical skills along with excellent communication, time management and customer service skills.

Must be proficient in Microsoft Office products including Publisher, Excel and Word.

Must be highly confidential and have excellent organizational skills.

PLEASE NOTE:

equivalent military training or experience can be substituted for degree requirements