Executive Assistant

Job Description

Title: Executive Assistant

Department: Administration

Classification: Full-Time; Salaried/Exempt

Reports To: Chief Executive Officer (CEO)

Work Schedule: Monday-Friday; 8:00am-5:00pm

Hiring Range: $50,000/annually - $65,000/annually

Application Deadline: 10/16/2026

Direct Reports: None

The Executive Assistant provides high-level administrative support to the CEO and the Leadership Team to optimize their time, enabling them to focus on strategic business priorities. This support includes managing the CEO’s calendar, coordinating meetings, drafting correspondence, event planning, and facilitating smooth communication internally and externally. The Executive Assistant also supports the Board of Directors as needed and acts as liaison between the CEO and community partners, elected officials, etc.

1. Patient Centered Customer Service – Whether directly or indirectly, we work to support the delivery of an excellent patient experience to everyone served by the organization.
2. Caring and Compassion – We provide empathic comfort to those in distress and share kindness in all interpersonal interactions.
3. Respectful Communication – We communicate openly, honestly and without judgment while honoring each individual’s uniqueness and assuming the best of those with whom we interact.
4. Teamwork – We are members of a dynamic, interdisciplinary team working together to meet a common goal.
5. Accountability – We accept our individual and team responsibilities, and we meet our commitments. We take responsibility for our performance and actions.
6. Customer Safety – We recognize and correct potential hazards to protect our customers and ourselves. 

Calendar Management & Meeting Coordination

• Manage the CEO’s calendar and daily schedule, optimize time management, and ensure timely attendance at all commitments.
• Arrange travel and lodging accommodation for the CEO and other team members as needed, for timely attendance at off-site conferences and meetings.
• Prepare the necessary equipment, materials, and refreshments needed for meetings and/or events. Prepare hybrid or virtual meeting links as needed.
• Prepare agendas and take meeting minutes for monthly Board meetings, various committee meetings, and other meetings.
• Record meetings when authorized and store files securely in the designated location.
• Greet and direct guests of CCHC to the appropriate areas.
• Manage the booking of all CCHC conference rooms and meeting spaces.

Communication Support

• Manage internal and external communications for the CEO, including drafting emails, official letters, and memos.
• Draft documents such as MOUs, contracts, templates, letters of support, etc.
• Prepare reports and presentations for the CEO and Leadership Team members as needed.
• Screen, prioritize, and make professional phone calls on behalf of the CEO as well as taking detailed messages and routing incoming calls appropriately.
• Support CCHC’s grant writing process as needed by conducting research, assisting with drafts, proofreading, etc.
• Support CCHC’s marketing initiatives as needed by creating and/or proofreading marketing materials such as flyers, brochures, etc. 

Internal & External Liaison

• Act as a liaison between the CEO and employees, vendors, community partners, and other key stakeholders.
• Assist with establishing and maintaining relationships with community partners and elected officials.
• Attend internal and external meetings on behalf of the CEO, serving as representative of the organization as requested.
• Support the CEO with CCHC’s development initiatives, which include creating fundraising pitch decks for relationship building with potential funders.

Board Support

• Collect all staff member board reports in a timely manner and collate them into the monthly Board packet.
• Track board member attendance at committee meetings and monthly board meetings, ensuring all meetings have the necessary quorum.
• Diligently coordinate dates and times that work for busy board members.
• Ensure HRSA requirements for board members are current and up to date (i.e. board composition, etc.).
• Ensure preparation for annual board meetings.
• Coordinate the meeting for the 3-year strategic planning process.
• Assist the CEO with response to board member inquiries and requests.

Other:

• Manage the incoming and outgoing mail process for the organization.
• Conduct special research projects for the CEO as directed.
• Prepare PowerPoint presentations for the CEO and Leadership Team members.
• Order office supplies and other materials for the CEO and Leadership Team members.
• Work collaboratively with department heads and other staff members, providing support where feasible.
• Support event planning for board and/or staff retreats, company celebrations, community events, etc.
• Performs other duties as assigned.

REQUIRED:

• Minimum of 5 years of experience as an Executive Assistant, or other high-level administrative role supporting a senior executive
• Minimum of 2 years of experience working in a non-profit organization, governmental entity, University system, etc.
• Bachelor’s degree in Healthcare Administration, Public Administration, Business Management, or related field of study
• Current Notary Public in the State of North Carolina OR must become a notary within 6 months of hire
• Previous experience organizing and coordinating major events and projects

PREFERRED: 

• Previous work experience in a healthcare environment, preferably community/public health
• Working knowledge of development platforms such as Bloomerang 

• Excellent time management skills.
• Must be able to prioritize work effectively in a busy healthcare setting.
• Must be highly detail-oriented.
• Superb communication skills (both verbal and written).
• Highly proficient with Microsoft Office Suite (Word, PowerPoint, Excel) and Outlook 365
• Must maintain the highest level of confidentiality.
• Must be highly adaptable and resourceful in a fast-paced environment.
• Must be technologically savvy, with proficiency in the use of office equipment such as computers, fax machines, printers, etc.
• Must present in a professional and polished manner at all times.
• Must be proactive and anticipate the needs of the CEO, Leadership Team, and Board of Directors.
• Must have a valid driver’s license and reliable transportation between CCHC sites and to off-site meetings/events as needed.

The physical demands described here represent those that must be met by an employee to successfully perform the essential functions of this job. All duties and responsibilities are subject to possible modification to reasonably accommodate individuals with disabilities. 

The physical demands associated with this position include but are not limited to: frequent lifting, bending, climbing, stooping, and pulling; frequent repetitive motions; continuous standing and walking; repetitive movement of hands and fingers (typing and/or writing); occasionally lifting up to 50 pounds. 

The noise level in the work environment is low, consistent with that of a typical office.  

Charlotte Community Health Clinic, Inc. is an Equal Opportunity Employer.  We do not discriminate in any aspect of employment with regard to age, race, sex, national origin, disability, color, marital status, veteran’s status, or religion.

Company Description

Started in 2000 by a group of committed volunteers, Charlotte Community Health Clinic is a Federally Qualified Health Center (FQHC) that offers high-quality medical, dental, and behavioral health services for children and adults. 

Although we serve all populations, as a FQHC, we have a special purpose of serving the underserved. We work towards a healthy community where all individuals, regardless of ability to pay, have access to affordable, quality, and comprehensive health care. We accept most major health insurance plans, as well as Medicaid and Medicare. For patients without health insurance, we offer a discount program based on income and family size. 

Our organization is growing! We are thrilled about the expansion of care that our growth allows us to provide. Our goal is to recruit, develop, and retain a team that not only meets the minimum job qualifications, but shares our passion for serving those who need it most.

For more information about us, use the link below:

https://charlottecommunityhealth.org/en/

Benefits

• Medical Insurance
• Dental Insurance
• Vision Insurance
• Short Term & Long Term Disability
• Life Insurance
• 401K Retirement Plan w/ discretionary match
• Paid Time Off (PTO)
• Holiday Pay
• Employee Assistance Program (EAP)

University (Flexible)

This position will be housed at CCHC's University location at 8401 Medical Plaza Dr, Charlotte, NC 28262. Occasionally, this position may be required to travel to other CCHC locations based on need.