Administrative Assistant

POSITION SUMMARY: The responsibilities of the Administrative Assistant relate to high-level administrative operations in the office of the CEO. Under general supervision from the Chief Executive Officer (CEO), the Administrative Assistant is responsible for supporting the Agency with administrative support to the CEO on a variety of projects and administrative duties. A successful incumbent will have the ability to work independently and provide relevant solutions and recommendations on a variety of tasks. This position will also have responsibilities in coordinating Board meetings, supporting the CEO in an administrative capacity with event planning, coordinating with Board of Directors, and other duties as assigned.

ESSENTIAL JOB FUNCTIONS: The list that follows is not intended as a comprehensive list, but rather to provide a representative summary of the major duties and responsibilities. Incumbent(s) will be required to perform a variety of duties listed, including but not limited to:

• Support the CEO with administrative needs specific to board meetings; i.e. record attendance and prepare previous board meeting minutes, prepare and send board packets, correspond and communicate with board members
• Support CEO facilitated meeting with taking and distributing minutes and collaborating with other leaders on action item follow up
• Manage special projects as directed by the CEO, including research, data collection and analysis
• Handle confidential and sensitive information with discretion and professionalism
• Coordinate agency-wide staff meetings and planning events
• Collaborate with Media Coordinator and potentially liaison with public relations firms on press releases; possibly consult with NVIH attorney
• Type, edit, copy, distribute and file Agency correspondence, i.e., letters, memos reports, proposals, forms, manuals, agreements and other related Agency written information.
• Ensures accurate, accessible records, corporate files are maintained as assigned, i.e., agreements, grants, resolutions, reports, manuals, equipment and other program related information with commitment to maintaining total confidentiality.
• Work closely with the CEO on a variety of administrative components, activities, and tasks of NVIH, including but not limited to construction and expansion projects.
• Other duties as assigned.

All NVIH employees are expected to:

- Provide the highest possible level of service to customers;

- Promote teamwork and cooperative effort among employees;

- Maintain safe practices; and

- Abide by current NVIH’s policies and procedures.

The following knowledge, skills, and abilities are required for an employee to successfully perform their duties.

• Bachelor’s degree in Business or Healthcare or equivalent field, preferred. High School diploma or GED required.
• Minimum 3 years in an administrative assistant position supporting executive or senior leaders required; prior experience interacting with Board of Directors preferred
• Proven ability to take initiative and proactive approach in accomplishing, planning, and communicating status of tasks.
• Demonstrate effective and excellent written and verbal communication skills.
• Advanced computer skills essential; specifically with Microsoft Office Suite, including writing or running reports and managing calendars
• Able to organize, adapt and prioritize daily tasks independently with appropriate follow-up.
• Strong interpersonal skills in maintaining and enhancing effective, trusting relationships.
• Demonstrates collaborative Teamwork in a Respectful manner with various levels within the organization as well as externally.
• Willing to be a responsible participant in the varied job/service duties, contract mandates and activities of NVIH.
• Commitment to maintain confidentiality as it relates to clients, patients, and co-workers.
• Ability to think critically and provide relevant, realistic solutions to complex business problems.
• Reliable Transportation and ability to adhere to regular attendance.

Full Medical, Dental, Vision benefits; Company-paid Life Insurance & Long Term Disability (LTD); 401K participation option; Generous PTO package plus 14 days paid holidays.