Sr Executive Assistant

Neighborhood Outreach Access to Health (NOAH) is a Federally Qualified Health Center (FQHC) that offers comprehensive, integrated, and affordable healthcare services to people in need. We serve over 40,000 neighbors with a variety of services, including medical, dental, behavioral health, nutrition, preventive health, eligibility assistance, and health education programs.

At NOAH, we are dedicated to promoting the overall wellness of our employees by fostering a supportive and balanced work environment. We understand the importance of physical, mental, and emotional well-being, and we strive to create a workplace where our team members can thrive both personally and professionally. Join us in making a difference in our community while enjoying a fulfilling and rewarding career.

Job Summary:

The Sr. Executive Assistant provides high-level administrative support to three to four members of the executive leadership team. This role manages calendars, communications, meetings, travel, and projects across multiple executiveoffices, balancing competing priorities with sound judgment, discretion, and professionalism.

Duties/Responsibilities:

Provides high-level administrative support to three to four assigned executives, serving as an onsite central point of contact.

Manages complex and frequently changing calendars; schedules meetings and resolves conflicts based on executive and organizational priorities.

Prioritizes competing requests and deadlines for executives, escalating conflicts as needed.

Maintains confidentiality of sensitive information related to all supported executives and their departments.

Drafts, edits, and prepares letters, memos, invoices, reports, presentations, and other documents for executives.

Coordinates and attends meetings on behalf of executives, including preparing agendas and materials, taking notes, recording minutes, and tracking action items through completion.

Serves as a professional liaison with Board members; coordinates Board and committee meetings, including scheduling, preparing and distributing meeting packets, arranging logistics, recording minutes, and tracking follow-up items.

Receives incoming communications and visitors on behalf of executives, determines importance, and summarizes, responds to, or distributes contents to appropriate staff.

Arranges travel and accommodations for executives.

Supports special projects, initiatives, and cross-departmental coordination as directed by executives.

Performs office tasks including maintaining physical and electronic records, processing mail and deliveries, ordering supplies, answering and directing phone calls, and providing in-person backup coverage to other administrative staff.

Attends, participates, and/or assists in meetings, trainings, community outreach activities, continuing education opportunities, and other activities as required.

Performs other related duties as assigned.

Required Skills/Knowledge/Abilities:

Strong verbal and written communication skills, including the ability to draft professional correspondence and review and finalize meeting minutes, including AI-generated minutes, for accuracy and confidentiality.

Excellent organizational skills and attention to detail.

Proven ability to manage multiple priorities and shifting deadlines for several executives in a fast-paced environment.

Works independently, takes initiative, and anticipates the needs of executives.

Professional presence and strong interpersonal skills with executives, Board members, and external stakeholders.

Sound judgment and discretion in handling confidential information, including protected health and personnel information.

Knowledge of office administration, recordkeeping, and Board and committee meeting practices.

Advanced proficiency in Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams) and the ability to learn new software.

Education and Experience:

Required:

High school diploma or equivalent.
5+ years of relevant work experience required, including supporting multiple senior or executive-level leaders.

Preferred:

Project and/or program management experience.

Other Requirements:

New Hires are required to pass pre-employment background check and drug testing (effective 11/1/2022).