Executive Administrative Assistant

Job Description

Job Description

Executive Administrative Assistant

Our Culture : Why work with us?

Joining Outer Cape Health Services isn't just about taking on a new role; it's about embracing a mission that goes beyond the day-to-day.

Here, you become part of a dedicated team committed to safeguarding and nurturing invaluable community health resources.

Our ethos is built on creating a vibrant and inclusive workplace where every team member is valued and recognized for their unique contributions.

Who We Are :

Our mission is to provide a full range of primary health care and supportive social services that promote the health and well-being of all who live in or visit the ten outermost towns of Cape Cod.

OCHS now cares for more than 18,000 patients annually, and no one is denied access to services due to an inability to pay.

Founded in 1987 through the merger of Health Associates of Provincetown (established in 1972) and the AIM Medical Center in Wellfleet (established in 1966), Outer Cape Health has a long history of successful growth and expansion in pursuit of this mission.

As a Patient-Centered Medical Home, OCHS holds itself to the highest standards. Ensuring patients have access to care when they need it and request it, and validating that staff are working at the top of their licensures, are foundations of this model.

Our Core Competencies :

At Outer Cape Health Services, our core competencies are the foundation upon which our organization is built, guiding us in our mission to deliver exceptional health services to our communities.

Our focus on fostering teamwork ensures that we operate as a cohesive unit, valuing each member's contribution and working synergistically towards common goals.

Integrity and honesty stand at the heart of everything we do, creating a culture of trust and respect among our team and the communities we serve.

Embracing technology, we continually seek innovative solutions to enhance our services and operations. Finally, being patient-centered, we prioritize the needs and well-being of those we serve, striving to exceed expectations and make a meaningful difference in their lives.

A day in the life of this role :

Reporting to the CEO, the Executive Administrative Assistant (EA) is responsible for administrative support to the OCHS Executive team and Board of Directors.

The EA will also help to ensure successful execution of special projects as directed by the CEO and the executive team members that she / he / they support.

Summary of duties :

• Provides administrative support for the executive team members including, but not limited to the following : calendar management (scheduling meetings and appointments), coordinating meeting and travel arrangements, writing and editing documents, and managing projects on an as needed basis
• Works with the CEO to manage and support the Board of Directors (BOD) as well as supporting the management of the annual work plan, strategic plan and other Board projects
• Coordinates staff meetings, prepares meeting materials, attends and records minutes / meeting notes for multiple meetings including Board of Directors (monthly), Finance, Governance, and Executive Committee (monthly), Leadership (weekly), All Staff (Quarterly), and Clinicians (at least monthly)
• Distributes, collects and organizes peer reviews for clinician staff
• Supports HR team and staff managers to ensure timely completion of required annual trainings.
• Coordinates site visits by federal, state and other regulatory agencies; and coordinates federal, state, local legislator's and / or funder's visits to OCHS sites
• Collaborates with staff in the development and execution of all activities and events related to National Health Center Week and other OCHS-wide events
• Collaborates with the HR team on the annual holiday party and other OCHS staff events and staff appreciation activities
• Manages confidential files, records, and documents including all Board materials
• Assists the development team as needed with funding events or other development activities
• Manage projects of various scope related to system-wide transformation, system-wide strategy and business development.
• Coordinate with stakeholders across OCHS in various clinical and administrative departments and, at times, external consultants, and other experts, to ensure progress of critical workstreams.

Work environment :

On-Site in Harwich; travel to other locations as needed.

What we need from you :

• Bachelor's Degree
• 5+ years of experience in an administrative capacity, executive-level staff support preferred
• 2+ years working with BODs / Trustees
• Demonstrated proficiency with MS Office applications especially Word, Excel, and PowerPoint
• Demonstrated ability to appropriately handle and manage confidential and highly sensitive information and communication
• Ability to adhere to strict confidentiality standards.
• Demonstrated ability to make independent decisions, establish priorities, and "manage up" in a busy work environment
• Demonstrated ability to work effectively both as a team member and independently.
• Demonstrated ability to work in a culturally diverse and inclusive environment
• Organized and detail-oriented; ability to multi-task and reprioritize as necessary
• Excellent interpersonal skills
• Excellent communication skills in written and verbal English.

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