Executive Assistant

The Executive Assistant is responsible for all administrative duties for senior executives. Manages the Chief Administrative Officer (CAO)’s schedule, schedules appointments, and coordinates meeting material for all meetings as needed. Handles correspondence, maintains files, and serves as a liaison for the executive office and board members. Takes dictation/minutes for meetings as requested. Handles details of a confidential and critical nature. Conducts her/himself with the highest degree of dignity, professionalism, and interpersonal effectiveness while exercising sound judgment. May have some project administration responsibilities.

Benefits

• Free Medical, Dental & Vision
• 13 Paid Holidays + PTO
• 403 (B) retirement match
• Life Insurance, EAP
• Tuition Reimbursement
• Flexible Spending Account
• Continued workforce development & training
• Succession plans & growth within

Qualifications/Licensure:

• AA or BA/BS degree is preferred with a minimum of (5) eight years executive level support experience, preferably in the health care field.

Experience:

• Ability to adapt in a fast past environment and be able to work responsively under pressure.
• Have a great attitude and be team player.
• Ability to learn quickly, to respond/react quickly to changing priorities and to be dedicated to completion of required tasks.
• Ability to prioritize workload, to meet deadlines and to maintain a high level of quality and accuracy.
• Initiative, resourcefulness and attention to detail.
• Excellent problem-solving skills, analytical thinking, and visionary skills
• Recent experience working with C level executives.
• Professional verbal and written communication skills and the ability to type 50 wpm.
• Bi-lingual Spanish preferred.
• Knowledge of Microsoft Office and telephone protocol.

Responsibilities:

• Manages CAO complex calendars:
• Schedules internal meetings with executives also with complex schedules and staff as requested.
• Schedules external meetings with executives at partnering agencies, County and Federal agencies.
• Has the capacity to change meeting schedule in a moment’s notice and rearrange schedule as requested.
• Registers executives to attend conferences.
• Arranges travel accommodation including transportation, airfare and lodging.
• Coordinates monthly board meetings including: Preparing board materials, agenda, minutes, executive reports., have all materials translated, take minutes at the meetings, provide dinner for members.
• Provide day to day administrative and project support to the CAO and manage special Projects as assigned.
• Assure that specific task assigned to executives and staff from CAO is followed through and submitted as directed and keep the CAO updated on progress.
• Interact with senior executives from several agencies including: federal, state, county, legal counsel, foundations, and patients with a high degree of professionalism.
• Take minutes at management meetings and board meetings.
• Process credit card expense reports for credits issued to CAO.
• Produce purchases order request for expenses.
• Efficiently manage contracts/agreements that require the CAO’s signature, file, scan document and distribute contract to appropriate departments.
• Timely update contracts databases and file documents
• Routinely handle internal and external inquiries by screening calls, answering questions, and redirecting to appropriate personnel.
• Composes and types routine correspondence.
• Organizes and maintains file system and files correspondence and other records.
• Greet scheduled visitors and conduct to appropriate area or person.
• Orders and maintains supplies and arranges for equipment maintenance.
• Anticipate a variety of needs and problems and proactively suggest approaches and solutions.
• Demonstrate a sense of urgency, initiative, responsiveness, and attention to detail.
• Coordinate domestic and international travel arrangements for company executives as well as advisors, consultants, and other team members as necessary.
• Present CAO with senior executives’ expenses to approve their expense reports.
• Submit timecards for direct reports to the CAO; approve time off request and track vacation and sick time for senior executives.
• Assist with federal, county and foundation audits as requested.
• Coordinate mail out of invitations/announcements to a large database of contacts as requested.
• Perform other duties as assigned.

**St. John’s Community Hea…