Executive Assistant

Job Title: Executive Assistant

FLSA status: Exempt; salaried

Department: Administration

Unit Code: 100

Reports to: Chief Administration Officer

Supervisory: None

OSHA Hazard Level: Low

Written: 3/27/24

Revised: 5/7/26

Position Summary: The Executive Assistant is responsible for carrying out day-to-day organizational tasks and facilitating efficient communication across an entire office or specific department. The Executive Assistant will greet staff and visitors, answer phones, manage office calendars, update databases and complete general clerical work and recordkeeping tasks.

Role Qualifications:

Education:

• High school diploma or equivalent required. Post-secondary degree a plus.
• Additional formal training in clerical or computer/graphics skills desired.

Experience:

• 3-5 years' administrative experience supporting executive level staff required.
• Background in health or human services. Finance, contract, and human resources experience desired.
• Proficient with Microsoft Office, Microsoft Windows 10, Teams, SharePoint, and Office 365 required.

Location:

• Attendance required at assigned CHDC site(s)

Position Responsibilities:

• Board of Directors
• Attend and take minutes at all board meetings, including executive committee and finance committee meetings.
• Provide draft minutes to CEO within 1 week of each board meeting.
• Note date of approval of each set of minutes and file approved minutes in the Executive Drive.
• Maintain files of notes and minutes from all board committee meetings.
• Provide draft board meeting agenda to CEO prior to each monthly board meeting for review.
• Provide draft finance and executive committee meeting agendas to Controller and CEO prior to each monthly meeting for review.
• Upload board packets, including reports and agendas, to all board members one week prior to each monthly board meeting and maintain copies of all board packet materials in TEAMS and organization's files.
• Administrative and Organizational Support
• Assist with setting priorities of assigned tasks and projects to ensure effective and efficient completion.
• Maintain supplies inventory by checking stock to determine inventory levels for Administration and Operations:
• Anticipate needed supplies.
• Place and expedite orders for supplies.
• Verify receipt of supplies.
• General clerical duties include photocopying, scanning, fax, and mailing.
• Open and distribute incoming correspondence.
• Schedule onsite or virtual meetings for CEO and Administrative Office staff
• Greeting visitors for meetings with CEO and Leadership team.
• Prepare draft documents including patient and business correspondence as needed or assigned.
• Handle requests for information and data.
• Assist Health Talk AI Team
• Assist with IntelliChart forms.
• Participate in Senior Management and LEM meetings.
• Assist with IT Platforms related to Operations.
• Contribute to team effort by accomplishing related results as needed.
• Perform special projects or other duties as needed or assigned.
• Coordinate all aspects of planning and executing all offsite meetings and events:
• Additional duties performed
• Support risk management and HRSA/FTCA documentation workflows by collecting, organizing, and uploading required items to the designated Teams/SharePoint locations (e.g., training plans, quarterly clinical risk assessments, annual risk management reports/minutes, and other required supporting documents).
• Maintain and update the organization's Forms Library and patient packet materials, including version control, coordinating updates with stakeholders, and communicating form changes (e.g., Health Care Discount Program application updates and related patient packet/forms updates).
• Create and distribute internal reference materials and quick guides to support staff workflows (e.g., Forms Library overview materials and links).
• Coordinate administrative support for operational systems access and continuity needs by scheduling knowledge-transfer time and facilitating identification of additional admin coverage for critical tools/processes.
• Prepare and validate operational data summaries for leadership review when needed (e.g., compiling, and double-checking site-hours information for internal use and board-related documentation support).
• Place and coordinate large office supply and equipment orders for administrative leadership and special initiatives (e.g., office supply bulk orders and related tracking/receiving).
• Maintain and update internal SharePoint/Teams content as assigned (e.g., adding/removing pages or web parts, posting updated resources, and forwarding communications for distribution).
• Support board and Strategic Leadership logistics by coordinating and communicating any follow ups needed.
• Implement and support administrative process improvements identified by leadership (e.g., converting forms into fillable templates and supporting new workflows such as streamlined business card requests).
• Participate in committee meetings and provide administrative support as requested (e.g., coordinating meeting logistics and supporting documentation follow-up).
• Support HRSA Operational Site Visit (OSV) preparation and debrief activities by coordinating schedules, meetings, and logistics for leadership and participating departments.
• Coordinate external visits and meetings (including scheduling, location logistics, and attendee coordination for in-person engagements).
• Support recurring project meetings by managing invites, tracking attendance, and coordinating follow-ups for cross-functional initiatives (e.g., Healthtalk AI project follow-ups).
• Research and secure venues.
• Serve as liaison for all pertinent vendors and contractors.
• Communicate events details to staff.
• Direct any staff questions to the appropriate person.
• Ensure smooth and successful implementation.
• Take notes and follow up on any implementation items from Communication Committee meetings.
• Send Daily Update to all staff.
• Maintain the Employee Directory
• Track overtime for reporting.
• Phone Coverage
• Provide telephone reception with appropriate routes of incoming telephone calls for CEO.
• Forward to CEO or to voice mail, take written message.
• Mail Distribution & Check Processing
• Provide back-up assistance to the HCDPC for incoming mail distribution and check processing.

Organizational:

• Adheres to the organization's mission, vision, and values.
• Adheres to the organization's policies regarding time and attendance.
• Comply with accepted dress code and maintain a professional image.
• Demonstrates reliability and trustworthiness.
• Manages time and other resources to meet established goals within the agreed time frames.
• Demonstrates flexibility in the acceptance and completion of work assignments.
• Participates in the department's performance improvement activities.
• Maintains patient/employee confidentiality in the management of information.
• Observes the Health Care System's compliance policies.
• Demonstrates a strong attention to detail.

Essential Skills & Experience:

• Experience in health or human services
• Experience with finance, contracts, and human resources
• Strong attention to detail.
• Ability to remain composed under stress while accomplishing multiple tasks simultaneously.
• Ability to work individually and as part of a team.
• Ability to handle confidential information with discretion and diplomacy.
• Exhibit a high degree of organizational skills with ability to multi-task in a fast-paced environment.
• Demonstrate professionalism with good telephone etiquette, discretion, and excellent customer relations.
• Ability and willingness to float between all CHDC locations, providing administrative support as assigned and allocated.
• A valid driver's license, car insurance, and a vehicle in good working condition are required.
• The ability to interact with staff at all levels, sometimes under pressure, remains flexible, proactive, resourceful, and efficient, with a high level of professionalism and confidentiality.
• Ability to prepare reports, correspondence, and policies and procedures.
• Ability to effectively present information and respond to questions from groups of managers.

Physical demands & work environment: The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Physical demands: While performing duties of job, employee is occasionally required to stand; walk; sit, use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms, talk, and hear. Employees must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Mental Demands: Stressful due to time constraints and multiple tasks/procedures occurring at the same time.

Work environment: The noise level in the work environment is usually moderate.

Manual Dexterity Required: Must be able to manipulate small electronic parts and controls, as well as tools required in the maintenance and installation of electronic equipment.

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Compliance Provision:

• This position requires compliance with the Health Center's written standards, including its Standards of Conduct and policies and procedures ("Written Standards"). Such compliance will be an element considered as part of the employee's regular performance evaluation.
• Failure to comply with Health Center's Written Standards, which may include the failure to report any conduct or event that potentially violates legal or compliance requirements or Health Center's Written Standards, will be met by the enforcement of disciplinary action, up to and including possible termination, in accordance with Health Center's Compliance Program Policy and Procedure: Addressing Instances of Non-Compliance Through Appropriate Disciplinary Actions.

Americans with Disabilities Act Statement:

External and internal applicants, as well as position incumbents who become disabled, must be able to perform the essential job specific functions (listed within each job specific responsibility) either unaided or with the assistance of a reasonable accommodation to be determined by the organization on a case-by-case basis.

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General sign-off: The employee is expected to adhere to all company policies and to act as a role model in the adherence to policies.

I have read and understand this explanation and job description.

_______

Signature Date