Executive Assistant / Project Coordinator

Job Overview
We are seeking a dynamic and highly organized Executive Assistant / Project Coordinator to join our team. This vital role combines high-level administrative support with project management responsibilities, ensuring smooth operations and seamless execution of key initiatives. The ideal candidate will thrive in a fast-paced environment, demonstrating exceptional organizational skills, proactive problem-solving, and a positive attitude. This paid position offers an exciting opportunity to contribute to impactful projects while providing comprehensive support to executive leadership.

Duties & Responsibilities

• Maintains files, records, contracts, reports, licenses, schedules, inventories, and compliance documentation.
• Coordinates special projects and administrative initiatives as assigned.
• Provides administrative support to clinic operations, leadership, and partner organizations.
• Manages calendars, meetings, agendas, minutes, reports, and correspondence.
• Organizes workload, prioritizes deadlines, and maintains efficient office operations.
• Processes mail, documents, forms, and departmental communications.
• Supports purchasing activities, vendor management, bids, contracts, invoices, and payment processing.
• Maintains compliance records, databases, spreadsheets, and reporting tools.
• Researches, compiles, and prepares reports, grants, regulatory filings, and specialized documentation.
• Supports program implementation, compliance monitoring, and quality improvement initiatives.
• Provides direct administrative support to the CEO, CFO, Executive Director, Medical Director, and Board of Directors.
• Coordinates executive communications, meetings, presentations, and strategic initiatives.
• Supports project planning, timelines, deliverables, and milestone tracking.
• Develops dashboards, presentations, and reports for leadership and the Board.
• Maintains project documentation, action logs, and compliance materials.
• Collaborates across departments to support organizational goals and process improvement initiatives.
• Conducts research on industry trends, funding opportunities, and business development strategies.
• Assists with marketing, community outreach, document delivery, and other duties as assigned

SKILLS AND KNOWLEDGE REQUIREMENTS

• Computer literacy (Word, Excel, Powerpoint), typing skills of 50-60 WMP.
• Strong organizational skills required
• Command of English language, both verbal and written.
• Able to interact professionally with personnel at all levels.
• Knowledge of healthcare setting preferred.
• Attends appropriate educational programs to stay current in job related skills, and knowledge.
• Maintains confidentiality of departmental information.
• Knowledge of general office functions with excellent secretarial skills.
• Motivated and self-directed with ability to work with minimal supervision and to prioritize and manage multiple projects.
• Sets a high personal standard for accuracy and timeliness in his/her work.
• Actively contributes to the team effort by volunteering to assist co-workers in time of need.
• Responds promptly and accurately to requests, problems, and questions from those in need of help.
• Demonstrates behaviors based on the eight values of the organization: Caring, Accountability, Patient-Centered, Positive Attitude, Open Communication, Teamwork, Quality Improvement and Innovation.

Pay: $24.00 - $26.00 per hour

Work Location: In person