Executive Assistant

Job Summary:

The Executive Assistant is responsible for performing administrative functions for the CEO and Senior Leadership Team. Duties include assisting with important administrative functions, scheduling and Outlook calendaring for the CEO and other leaders, managing non-clinical supply ordering, maintaining clinic-wide forms to ensure uniform appearance and single source of distribution, assisting with mail run twice each week, tracking and updating policies, contracts and other organizational documents; other administrative tasks as needed.

Position requires in area travel for bi-weekly mail run between buildings, procurement of supplies and food items for clinic business and meetings, and other local errands.

Primary Responsibilities:

• Provide administrative support to Executive Leadership
• Assist with Board agendas and accompanying documentation, Board and committee meeting minutes, letters, reports, presentation, etc.
• Type, edit, and distribute items such as leadership agendas and accompanying documentation, meeting minutes, letters, reports, presentations, etc.
• Attend meetings, as assigned, and prepare and distribute meeting notices, agendas, and minutes in a timely manner.
• Assist with provider credentialing and privileging process, as needed
• Compile and organize information for reports
• Create and maintain confidential filing system for correspondence, contracts, projects, administrative functions, personnel, committees, etc.
• Perform or ensure the mail runs are performed bi-weekly
• Perform or ensure that errands are performed such as ordering/shopping for food for meetings, supply management, and other local errands
• Maintain client confidentiality
• Other duties as assigned

Qualifications:

• High school graduate (or G.E.D.)
• Previous experience as executive assistant or administrative assistant
• One-three years of office experience
• Training in Microsoft Office including Word and Excel; skilled in data entry
• FQHC experience preferred but not required
• Ability to travel between sites and as otherwise required by the organization

Knowledge, Skills, and Abilities:

• Ability to exercise initiative and judgment
• Ability to make decisions and work well under pressure of multiple demands and deadlines
• Maintain confidentiality
• Ability to assume responsibility for project management, and to complete project tasks by established deadlines without direct supervision
• Ability to prioritize and coordinate multiple tasks and assignments
• Excellent oral and written communication skills
• Accurate grammar, spelling and punctuation skills
• Proficient PC skills – Microsoft Word, Excel, PowerPoint, Outlook, Zoom
• Ability to establish and maintain positive relationships with colleagues, vendors and others

• Health Care Plan (Medical, Dental & Vision)
• Retirement Plan (403b)
• Life Insurance (Basic, Voluntary & AD&D)
• Paid Time Off (Vacation, Sick & Public Holidays)
• Family Leave (Maternity, Paternity)
• Short Term & Long Term Disability
• Training & Development