Executive Administrative Assistant

Job Description

Job Description

Salary : $45,000 - $60,500

Job title

Executive Administrative Assistant

Reports to

Chief Executive Officer

Status

Exempt (Salaried)

Job purpose

The Executive Assistant provides high-level administrative support to the CEO and other executives, ensuring smooth daily operations of the executive office.

This position plays a critical role in managing schedules, coordinating meetings, handling confidential information, and supporting the strategic initiatives of the organization.

The Executive Assistant must exhibit professionalism, excellent communication and confidentiality skills, and the ability to work in a dynamic, fast-paced healthcare and administrative environment.

Duties and responsibilities

Administrative Support :

• Manage the calendars, including scheduling meetings, appointments, and conference or meeting travel arrangements.
• Coordinate and prepare agendas, presentations, and materials for executive meetings, board meetings, or partner meetings.
• Serve as a liaison between the executive team and internal / external stakeholders, ensuring timely communication and follow-up as needed.
• Draft, review, and edit correspondence, reports, and other documents on behalf of the executive team.
• Prepares meeting materials including agendas, presentations, action items tracking, and related items.
• Manages communications including answering calls when executive is unavailable.
• Greets visitors and when appropriate attending meetings in the executive's absence to take notes
• Attends meetings, records minute and captures major take-aways and works with executive team to ensure follow up. Works to ensure appropriate and timely communication to participants.
• With direction from the CEO, prepares board materials and coordinate board meetings.

Meeting Coordination :

• Organize, attend, and take minutes for key meetings, ensuring accurate documentation and timely distribution of materials.
• Assist in follow-up actions from meetings, ensuring tasks are completed and communicated to the appropriate parties.

Office Management :

• Maintain filing systems, both physical and electronic, ensuring confidential documents are securely handled.
• Manage executive expense reports, process invoices, and maintain budget tracking for the executive office.
• Assist in organizing company events, such as staff retreats, leadership meetings, or community engagement events.

Strategic Support :

• Assist executives in research and data collection to support decision-making and project management.
• Provide project management support for special initiatives or organizational improvement efforts as assigned by senior leadership.
• Track and prioritize key deliverables, ensuring the executive team meets deadlines.
• Conserves executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information;

initiating communications as appropriate

Confidentiality & Discretion :

• Handle sensitive information with the utmost confidentiality and professionalism.
• Screen and prioritize incoming correspondence and requests, ensuring the appropriate level of attention and delegation.

Qualifications

• Bachelor’s degree in Business Administration, Healthcare Administration, or a related field preferred, or equivalent work experience.
• Minimum of 3-5 years of experience as an executive assistant, preferably within the healthcare sector or a similar fast-paced industry.
• Experience supporting C-suite executives is highly desirable.
• Strong organizational and multitasking skills, with the ability to manage multiple priorities in a high-pressure environment.
• Excellent written and verbal communication skills.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), with the ability to quickly learn new software tools.
• Strong attention to detail and ability to work with minimal supervision.
• Demonstrated ability to handle confidential information with discretion.
• Proactive, problem-solving mindset with strong initiative.
• Familiarity with healthcare terminology and regulatory requirements is a plus.

Working C onditions

• This role requires movement throughout the building day or multiple locations during the day.
• This role may be exposed to infections and contagious diseases.
• This role is subject to interruptions.
• This role requires management of personnel and procedures in a high stress & high paced environment.
• This role completes tasks that are performed in close physical proximity to other people.
• This role requires working indoors in environmentally controlled conditions.

Physical Requirements

• Moves equipment weighing up to 50 pounds.
• Moves throughout the building to meet with employees, patients, or visitors.
• Must be able to remain in a stationary position during shift.
• Ability to read, write, and speak English.
• Frequent communication with executive employees, Board of Directors, or community partners. Must be able to exchange accurate information in these situations.
• Operate a computer and other office equipment, such as tablets, scanners, printers, and phones.
• Adhere to process protocol or procedures.

Details

• Schedule : Full-time Exempt
• Hours Mon-Friday 8 : 00AM-7 : 00PM (as needed) (average 40 hours / week)
• Attend Monthly Board Meetings
• Location : Heartland Community Health Center River City
11 days ago