Executive Assistant (52035)

The Executive Assistant provides high level administrative, organizational, and operational support to the Chief Executive Officer and HealthLinc Executive Leadership team.  This position serves a trusted partner to executive leadership and is responsible for ensuring that priorities, meetings, communications, schedules, and administrative processes are coordinated effectively and professionally.  This position works closely with the CEO, Executive Leadership, Board of Directors, and internal and external stakeholders.  The position requires exceptional judgment, discretion, organization, communication, and the ability to anticipate needs and manage multiple priorities in a complex, fast paced environment.  This position is not remote and requires the person to be at the Corporate office.

JOB RESPONSIBILITIES:

• Provide comprehensive administrative support to the CEO and Executive Leadership Team.
• Manage and coordinate executive calendars, including scheduling meetings, appointments, presentations, and strategic priorities.
• Anticipate executive needs and proactively identify scheduling conflicts, deadlines, preparation requirements, and follow up items.
• Prepare meeting materials, agendas, presentations, reports, correspondence, spreadsheets, and other documents for executive leadership.
• Coordinate and track follow up activities resulting from executive meetings and assignments.
• Maintain organized executive files, records, correspondence, and confidential information.
• Monthly reporting and Exclusion Checks.
• Maintain the partner, dignitary, and community partner list and assist with targeted communication.
• Assist with coordination of leadership retreats, strategic planning sessions, organizational meetings, and other special events.
• Reserve conference rooms, catering, materials and all other meeting requirements.
• Serve as a professional ambassador for HealthLinc and responsible for corporate facility oversight.
• Maintain office supplies and other resources.
• Assist with expense reporting.
• Assist with site coordination for corporate communication and site visits when necessary.
• Assist with project management as needed.
• Coordinate domestic travel arrangements for the CEO and Executive Leadership team, including transportation, lodging, itineraries, and meeting logistics while maintaining appropriate documentation and records.
• All HealthLinc staff is committed to engage in quality improvement initiatives that align with and support Patient-Centered Medical Home (PCMH).
• Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

REQUIRED QUALIFICIATIONS

Education/Training

• Associate degree in business administration, healthcare administration, communications, or related field
• Bachelor's degree preferred

Experience

• Experience in nonprofit and/or Federally Qualified Health Centers
• Demonstrated experience supporting a CEO, President, C-suite Executives or Board of Directors

 

Skills/Job Requirement

• Strong customer service skills

• Strong proficiency with Microsoft Office, including Outlook, Word, Excel, PowerPoint, and Teams

• Strong organization and time management skills with attention to detail

• Excellent written and verbal communication skills

• Coordination and scheduling skills

• Prioritization and multitasking, flexibility

Technology Skills

• Operate a multi-line phone system and other office equipment including printers, fax machines, etc.
• Basic software skills (Microsoft Office, PolicyTech, Adobe Acrobat, online sources, etc.).