Executive Assistant

JOB TITLE: Executive Assistant

FLSA STATUS: Non-Exempt

DIVISION: Administration

Status: Full-Time

Schedule: Monday - Friday, 8:00 a.m. - 4:30 p.m.

Position Summary Provides high-level, administrative support to FWH leadership. The Executive Assistant will act as a primary gatekeeper and operational partner, managing complex calendars, communication flows, travel itineraries, and confidential information to maximize leadership productivity

Essential Job Functions

• Manage complex schedules, prioritize meeting requests, and resolve scheduling conflicts.
• Coordinate team appointments by phone, email, and calendar with internal and external customers.
• Protect legal, corporate, and organizational documents and handle sensitive information with strict confidentiality.
• Prepare agendas, record meeting minutes, send reminders, set up conference rooms and technology, and coordinate events or offsite meetings.
• Support regulatory and contractual requirements and related communications.
• Arrange detailed travel itineraries, accommodations, staff per diem, and petty cash.
• Coordinate education, training, conference travel, and registration.
• Maintain policies, procedures, plans, contracts, and handbooks.
• Create and edit professional presentations, spreadsheets, reports, and special administrative projects.
• Answer calls, route messages, draft emails, and prepare professional letters.
• Manage filing systems and serve as a liaison with all FWH departments.
• Maintain a current list of associations, memberships, contracts, and points of contact.
• Assist with appreciation, fundraising, and special events, including memorial flowers.
• Demonstrate a positive customer service attitude.
• Perform other duties as assigned.

Qualifications Education/Experience: Three (3) to six (6+) years of proven experience in an administrative role supporting upper management. Must have an acceptable background check.

Job Requirements

• High school diploma or equivalent.
• Experience in Microsoft 365 preferred.
• Minimum of 1 year administrative experience required.

Skills Ability to represent the facility in a professional, positive manner. Serve as a liaison between the executive and internal/external stakeholders. Exceptional written and verbal communication skills with polished interpersonal abilities. Sound judgment and an absolute commitment to handling sensitive, confidential information. Advanced knowledge of office productivity suites (Microsoft Office 365, Google Workspace). Superior time-management capabilities, multitasking skills, and a proactive approach to anticipating needs.

Equipment To Be Used Computer, printers, copiers, and fax.

Typical Physical/ Mental Demands Must be able to concentrate and work with frequent interruptions; ability to deal with stressful situations and retain confidential information.

Working Conditions The employee works in an environment with biological, chemical, and mechanical hazards. The employer will provide appropriate training, protective equipment, and engineering controls for the protection and safety of the employee. As a condition of employment, the employee is required to abide by all risk management regulations including the proper use of protective devices and procedures.

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