Executive Administrative Assistant

Department: Administration
Reports To: Chief Executive Officer (CEO)

Position Summary

The Executive Administrative Assistant is responsible for providing high-level administrative, organizational, and executive support to the Chief Executive Officer (CEO) and Executive Leadership Team at Health Care Partners of South Carolina. This position ensures the efficient operation of the executive office by managing schedules, coordinating communications, organizing meetings, and supporting organizational priorities within a fast-paced Federally Qualified Health Center (FQHC). The Executive Administrative Assistant exercises sound judgment, professionalism, and the highest level of confidentiality.

Essential Duties and Responsibilities

·         Maintain the CEO’s complex appointment calendar and coordinate executive schedules, meetings, travel, and organizational commitments.

·         Manage communications between executive leadership, staff, Board members, community partners, and external stakeholders.

·         Coordinate travel arrangements, conference registrations, lodging, transportation, and itineraries for the CEO and Board members.

·         Prepare meeting agendas, Board packets, reports, presentations, correspondence, and other executive documents.

·         Attend executive and Board meetings to record, prepare, and distribute meeting minutes.

·         Prepare letters, memoranda, reports, and other correspondence as directed by the CEO.

·         Assist with vendor communications, obtain quotes, order office supplies, and maintain administrative office inventory within established budgets.

·         Distribute executive communications, reports, and organizational updates to leadership as directed.

·         Maintain confidential records and operate with the highest level of discretion in accordance with HIPAA and organizational policies.

·         Travel overnight as needed to support the CEO and Board members during conferences, meetings, and organizational events.

·         Perform other duties as assigned by the CEO.

Education & Experience

·         Associate’s or Bachelor’s degree in Business Administration, Communications, Office Management, or a related field required.

·         Minimum of five (5) years of executive-level administrative support experience required.

·         Experience supporting executive leadership within a healthcare organization preferred.

·         Advanced proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook required.

Knowledge, Skills, and Abilities

·         Advanced proficiency in Microsoft Office Suite and the ability to quickly learn new software and technology.

·         Strong calendar management skills with the ability to coordinate complex schedules, meetings, and travel arrangements.

·         Excellent written, verbal, and interpersonal communication skills.

·         Exceptional organizational, multitasking, and time management skills with strong attention to detail.

·         Ability to exercise sound judgment, maintain professionalism, and handle highly confidential information with discretion.

·         Ability to adapt quickly to changing priorities and respond effectively to urgent executive needs.

·         Ability to establish and maintain positive working relationships with executive leadership, Board members, staff, vendors, and community partners.