Senior Executive Assistant

GENERAL DESCRIPTION:

The Executive Assistant works directly for the CEO and under the general guidance of the other members of the CHC Leadership Team and performs a wide variety of administrative support functions.

DUTIES AND RESPONSIBILITIES:

• The C-Suite Executive Assistant will be responsible for administrative support of the Executive Leadership Team (ELT) for the coordination of activities and information flow managing multiple tasks and projects with competing priorities and deadlines screening and prioritizing communication from external and internal sources organizing and maintaining day-to-day tasks scheduling and ongoing projects.
• Performs comprehensive administrative services and routine duties of a responsible and discretionary nature as assigned to relieve the ELT of administrative and clerical detail
• Works independently receiving minimal supervision and guidance but also accepts direction and seeks guidance as appropriate.
• Establish and maintain effective working relationships with the ELT Board of Directors management teams community partners patients and the public.
• Possesses expert knowledge of office routine machines and information systems as well as an understanding of FQHC programs and procedures related to the work of the ELT
• Maintains ELTs calendars including continual refinement of scheduling meetings and appointments aligning with current priorities and deadlines
• Generates and proof-reads correspondence reports minutes forms etc. which are often of a sensitive/confidential nature and maintain appropriate file copies
• Attend all Board of Director meetings and prepare agendas materials and follow-up action items
• Coordinate and participate in all-staff and executive team meetings: setting agendas facilitating logistics documenting minutes and tracking follow-up actions.
• Adhere to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters including advance distribution of materials before meetings in electronic/paper format.
• Answers telephones and emails in a timely and polite manner; places and accepts telephone calls on behalf of ELT
• Primarily responsible for ensuring all technical communications are up and running for all meetings/phone calls ahead of schedule
• Meets regularly with CEO concerning daily assignments and progress on requests; prioritizes CEOs tasks and own work for the day and the week; ensures that the CEO is informed regarding schedule of appointments project progress etc.
• Coordinates meetings luncheons conferences etc. including scheduling preparing agenda distributing reminders and arranging for refreshments conference room reservations and transportation/lodging as needed
• Prepares and processes purchase orders as needed; maintains an inventory of office supplies etc.
• Performs special projects as may arise from time-to-time
• Performs related duties & responsibilities as assigned/requested

REPORTING RELATIONSHIPS:

Responsible to:

• Directly supervised by the CEO

Workers supervised:

• None

Interrelationships:

• Works closely with the Chief Executive Officer and other members of the Senior Leadership team.

This job description is not designed to cover or contain an exhaustive list 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.

REQUIREMENTS:

All employees of Carolina Health Centers Inc. are expected to perform the duties of their job and behave in a manner consistent with the Corporate Philosophy which supports the values of: honesty integrity openness the pursuit of individual and collective excellence and unwavering mutual respect and appreciation.

In addition this position requires:

• Education:

- High school diploma or GED. Two-year degree in Business Administration is preferred.

• Work Experience:

- At least four (4) years experience in an Executive Assistant Management Customer Service or comparable role required

• Licensure and Certification:

- None required

• Skills:

- Must be able to work effectively both independently and with others; must be able to manage multiple and overlapping projects

- Excellent writing and computer skills including proficiency with cloud-based MS applications competency with new and emerging software applications and experience with traditional computer and secretarial basics (typing mail merges label creation correspondence internet research etc.)

- Digital fluency with Microsoft applications including Teams and SharePoint ability to learn and help others with software programs including internet navigation and Microsoft Office Suite (Outlook Excel Word PowerPoint) Adobe Acrobat proficiency required

- Cultural competency and interest in health care equity social justice social media and public health

- Ability to keep sensitive information confidential and function with honesty and integrity

- Must have excellent interpersonal skills and the ability to appropriately communicate with individuals at all professional levels; must be able to stay calm and communicate clearly in stressful situations

- High attention to detail; strong reading comprehension and basic mathematical skills

• Physical Abilities:

- Will be required to verbally interact with others both in person and using telecommunication

- Have the hand-eye coordination and manual dexterity needed to operate a computer telephone copier and medical equipment

- Should be able to stand walk reach stoop kneel and/or crouch with reasonable accommodation

- Vision abilities required for this job include close vision with sometimes long periods of extended exposure to a computer screen

• Work Environment:

- The noise level of the work environment for this position is typically quiet to moderate.

- There is negligible potential exposure to blood borne pathogens.

- The employee must be capable of occasional travel with CHCs service area.

- Requirements for out-of-town and/or overnight travel is minimal.