Executive Assistant

Executive Assistant to the CEO

The Executive Assistant provides high-level administrative support to the President/CEO and executive leadership. Reporting directly to the CEO, this role serves in a one-on-one working relationship and acts as a liaison to the Board of Directors and seniorleadership teams. This position also coordinates executive outreach, external relations efforts, and oversees special projects.

The ideal candidate will exercise strong judgment in a variety of situations and demonstrate excellent communication, administrative, and organizational skills while managing multiple priorities in a fast-paced environment.

Essential Duties and Responsibilities

• Provide high-level administrative support, including expense reports, check requests, vendor contracts, research, and report preparation
• Manage executive calendars and coordinate meetings with internal and external stakeholders
• Monitor and direct incoming communications (calls, emails, texts) appropriately and efficiently
• Maintain responsiveness outside of normal business hours as needed
• Draft, review, and manage confidential correspondence and documentation
• Research, compile, analyze, and summarize data for reports and executive communications
• Prepare presentations, reports, meeting materials, and audit documentation
• Manage multiple projects simultaneously and follow through on deliverables
• Coordinate travel arrangements, including transportation, accommodations, and itineraries
• Process invoices, vouchers, timesheets, and expense reports
• Coordinate on-site and off-site meetings, including agendas, materials, and minutes
• Lead and support special projects, ensuring timelines and priorities are met
• Maintain confidentiality of executive, patient, and organizational information
• Serve as liaison to the Board of Directors, including:
  • Preparing and distributing board and committee materials
  • Recording meeting minutes
  • Ensuring compliance with board-related requirements
  • Managing board documentation and signatures
• Complete all required Core Curriculum trainings
• Perform all other duties as assigned

Qualifications

Education and Experience

• Master's degree REQUIRED
• 2–3 years of administrative or front office experience in a fast-paced environment
• Executive-level support experience strongly preferred
• Non-profit experience a plus

• Intermediate to advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
• Experience creating presentations, using mail merge, and working with Excel formulas and charts
• Familiarity with virtual meeting platforms (Zoom, Teams, Webex, GoToMeeting)

• Ability to read, analyze, and interpret professional and technical documents
• Strong written communication skills including reports, correspondence, and documentation
• Ability to present information clearly and respond to questions from various audiences
• Writing sample may be required

• Ability to apply basic mathematical concepts including percentages, ratios, and statistical interpretation

• Strong problem-solving skills with the ability to analyze data and draw conclusions
• Ability to interpret complex instructions and manage abstract variables

• Valid driver's license
• Current auto insurance

• Performance Improvement (PDSA methodology)
• Strong job knowledge and technical skill application
• High attention to quality and accuracy
• Adherence to safety and infection control policies

• Regular use of hands, speaking, and hearing
• Frequent standing, walking, and sitting
• Occasional bending, kneeling, or crouching
• Ability to lift up to 20 pounds occasionally
• Requires distance vision

Benefits

• Health, Dental, and Vision Insurance
• Disability and Life Insurance
• Paid Vacation, Sick Time, and Holidays
• Retirement Plan
• Employee Assistance Program (EAP)
• Employee discounts (cell phone, restaurants, and more)