Executive Assistant

SUMMARY:

We are currently seeking an Executive Assistant to join our Administration team. This full-time role will work days (in person).

Purpose of this position: Provides executive level support to the Chief Officer(s) and Board/Board sub-committees. The primary responsibilities include decision-making that supports the officers and board members, calendar management, project management, meeting and event coordination, communication, travel, and budget management, maintaining files and records, and other administrative duties.

The role calls for a dynamic, talented, and experienced support professional seeking to work in a rewarding and fast-paced environment. The individual should be passionate about collaborating with a diverse network of stakeholders, artfully orchestrating executive operations, problem-solving with urgency, and driving work forward with attention to prioritization. The scope includes a focus on scheduling meetings and communicating on behalf of the executive, to preparing reports and managing logistics to ensure effective support of the office the chief officers. The responsibilities include structuring meetings, related documentation, and materials, board materials, tracking progress on strategies and goals, manage calendars, sending communications, communicate with leaders, and follow up on deliverables. The individual must understand the importance of transparency, clarity, and effective communication, and you proactively communicate at each turn, ensuring there is a flow of information that empowers people. In this role, the individuals will build relationships with team members across the organization to influence outcomes and maintain momentum. This role will enable the ability support large strategic initiatives, prioritizing key projects, and foster key relationships to advance the organization's mission.

RESPONSIBILITIES:

• Proactively prepares and acts on behalf of one or more of the Chief Officers or Board members to manage the executive's calendar, communications and travel arrangements in a manner that drives organization outcomes and team efficiencies
  
  
  
  • Has the calendar authority; forecasts potential requirements, de-conflicts problems and
    plans and projects time for historically reoccurring requirements to advance the work
  • Contact staff if they do not show up or are late to meetings; keep the Chief Officer
    informed of any schedule changes
  • Ensure Chief Officer calendar for individual projects/efforts
  • Continually assess what meetings the Chief Officer need to attend. Ensure and efficiency
    and effectiveness of their time
  • Lead weekly calendar reviews and look ahead meetings; make changes as needed
  
  
  
  
• Maintains an efficient flow of information between all levels of the executive's internal and external contacts on a wide spectrum of the organization's plans and priorities
  
  
  
  • Proactively prepare Chief Officer and Board meeting agendas, packets, and other
    materials ensuring needed are submitted/prepared in a timely manner
  • Be flexible and agile to provide quick turnaround requests or need last minute updates
  • Ensure time is adjusted as needed for priority tasks and events
  • Proactively work with Chief Officer to ensure meetings end on time
  • Ensure transition time and prep time between/before/after meetings
  
  
  
  
• Processes all incoming correspondence received for the Chief Officer or Board members by
  prioritizing and determining its disposition. Drafts responses for the executive's signature based on knowledge of their activities, interests, priorities, issues, etc
  
  
  
  • Screen incoming calls/visitors/requests for the Chief Officer, determines the nature of
    inquiry, refers the caller or visitor to the proper
  • Receive and review incoming Chief Officer mail. Make necessary annotations; gather
    needed, relevant materials as necessary prep correspondence as requested' track
    needed actions and communications' and ensure timely completion/follow-up. Establish
    appropriate control systems and files for correspondence
  
  
  
  
• Coordinates meetings, conferences, speaking engagements and appointments for the executive(s), using organization knowledge, diplomacy and detailed follow through
  
  
  
  • Follow-through and prep any Chief Officer meeting, logistics; ensure smooth technological
    transitions are needed
  • Follow-through and prep any Chief Officer staff meetings logistics; ensure smooth
    technological transitions as needed
  • Attend meetings along Chief Office at request
  • Develops and maintains tracking system for all action items ensuring deadlines are met.
    Capture action items, upcoming deadlines, and highlights from meetings
  • Provides appropriate bi-weekly + summary to Chief Officer. Proactively ensure and work
    with other ELT members, EAs and staff to coordinate and complete items
  • Coordinate and create agendas and talking points for Chief Officer meetings as needed
  • Ensure the Chief Officer has talking points and notes in advance of meetings and is fully
    prepared for any presentations requiring their participation or leadership
  
  
  
  
• Makes important decisions pertaining to patient and staff requests, regulatory and governmental
  agencies, and general public requests for time or responses from the executive. Also, makes
  decisions and recommendations on office product, furniture, and technology purchases
• Prepares, reviews, proofreads and/or formats all correspondence prepared for the executive's
  signature to ensure accuracy and completeness, as well as consistency with organizational policy
• Plans and organizes the functions of the executive's team meetings, including organization charts, weekly meetings, special events and strategic planning retreats. Attends, coordinates, writes, and compiles minutes for executive's meetings and other meetings, as appropriate
  
  
  
  • Proactively work with others as needed to establish deadlines when needed for
    projects/action items
  • Work in collaboration with ELT members and EA members to ensure productive and
    timely flow /communication of important/urgent tasks and time of completion, especially if
    this may require a schedule shift
  • Support or any briefings, communications, and/or presentations required by the Chief
    Officer
  • Provide any final quality check needed by Chief Officer before material submission or
    signature, as requested.
  
  
  
  
• Maintains paper and electronic files in an organized and easily accessible fashion. Maintains security of confidential information
• Works with executive's direct reports to provide assistance or support, as need arises
  
  
  
  • Coordinates special assignments and projects; need varies based on executive's current
    initiatives. Develop comprehensive plans and strategies for Chief Officer day-to-day and
    long-range projects, actions, and activities. Provide effective methods to resolve
    problems, answer questions, correct deficiencies, and enhance support to Chief Officer
  • Provide input for creating, managing, and continuously analyzing, evaluating, and
    improving work and paper flow and calendar and scheduling management systems
  • Anticipate, research, and add necessary background information to actions requiring
    Chief Officer attention, as needed
  
  
  
  
• Rotates backup coverage with other Executive Assistants when additional support is needed, or leave will be taken