Executive Assistant

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Description POSITION SUMMARY:

The Executive Assistant to the Chief Executive Officer (CEO) provides administrative and governance support to the CEO and the Board of Directors. This position manages the CEO's communications, calendar, and travel, prepares board and leadership meeting materials, and handles confidential organizational, personnel, and financial information with discretion. The role also provides defined administrative support for provider scheduling/payroll, organization’s mail and other functions.

Essential Duties/Responsibilities CEO Support

• Manages the CEO's calendar, appointments, and meeting preparation, including assembling materials and background information.
• Screens and manages the CEO's email, telephone, voicemail, and written correspondence, and drafts or prepares responses as directed.
• Arranges travel for the CEO and Leadership team, including itineraries, registrations, and expense documentation.
• Serves as the first point of contact for the CEO's office, welcoming vendors and visitors, and routing mail and inquiries to the appropriate person.
• Compiles data and prepares reports, presentations, and summaries as directed.
• Prepares agendas, takes minutes, and maintains files for other leadership or group meetings as assigned.

Board of Directors and Governance Support

• Prepares for Board and other Board committee meetings, including notices, agendas, board packets, and distribution of materials.
• Prepares agendas, takes minutes, and maintains files for other leadership or group meetings as assigned.
• Attends Board meetings, records and transcribes minutes, distributes them for review, and maintains the official minutes for the organization.
• Tracks board action items and follow-ups; maintains board rosters, committee records, bylaws, and conflict-of-interest disclosures.

Provider and Payroll Administration

• Processes timecards for providers and other salaried staff, reconciles them with the payroll department, and ensures accuracy and timely submission.
• Tracks and manages provider time off requests and maintains the provider on-call calendar.

Confidentiality and Compliance

• Safeguards confidential information, including board materials, personnel data, patient information, and financial and contract records, in compliance with HIPAA and organizational policy. Information that would affect operations, performance, or value if shared beyond its intended audience must be handled with the highest discretion.
• Completes required compliance and HIPAA training and follows all Lifespan Health policies.

Team Support and Engagement

• Supports employee recognition and engagement activities, including planning employee meals and events, assisting the CEO with various communication, and coordinating public-facing events as needed.
• Provides backup support to the Leadership team as needed.
• Performs other duties as assigned in support of the health center's mission of providing primary health care services.
• Manages the mail for the organization.
• Assists with managing the organization’s return mail.

Specific Duties/Responsibilities

• Respond to e-mail and telephone requests daily and within established timeframes
• Establish and maintain effective working relationships with the Leadership team, staff and others
• Exercises sound judgement and discretion when interacting with staff, board members, and external partners
• Demonstrates awareness of age-specific, cultural, and spiritual practices of patients, staff, board members, and visitors.
• Assesses situations, identifies problems, and prioritizes competing demands.
• Understands the functional status and physical needs of patients, staff, and visitors.
• Occasional evening or weekend work may be required, such as for meetings or events.

Requirements EDUCATION/EXPERIENCE:

• High school diploma or equivalent required. Associate degree or higher preferred.
• Minimum of (3) years of administrative office experience
• Proficient in MS Office Suite, to include Word, Excel,PowerPoint., Outlook or comparable calendar and email systems. Experience with payroll systems, scheduling systems, videoconferencing, and e-signature tools preferred
• The ability to communicate effectively in person and on the telephone with other staff, the public, patients, the Board and the medical staff.
• Demonstrate a professional demeanor and excellent communication skills.
• Valid, driver’s license and proof of auto insurance.