Administrative Assistant to the CEO

Administrative Assistant to the CEO

Location: Covington KY campus - Devou Park

Department: Administration

Position Reports to: Melissa McQueen - Executive Administrative Assistant to the CEO

Position Supervises: N/A

FLSA Status: Non-Exempt

Profile Last Updated: November 2025

Position Summary

Provide administrative assistance support to the Chief Executive Officer (CEO) of OneQuest Health (OQH)under the supervision of the Executive Administrative Assistant to the CEO. This position provides administrative support to OQHs executive management team led by the Chief Executive Officer. The CEO serves in a dual role as the Chief Development Officer. As such the administrative assistant to the CEO also provides regular support to the Development Office.

Essential Job Functions

Administrative Support (75%)

• Provide general administrative support to the CEO as instructed by Executive Administrative Assistant to the CEO. Support may include but is not limited to:

• • Maintain the calendar of the CEO
  • Scheduling meetings
  • Ensuring that meetings have the appropriate technology PowerPoints other presentation materials note taking applications set up and functioning prior to the start the meeting
  • Provide administrative support during capital fundraising campaign
  • Participate in regularly scheduled meetings with philanthropy staff
  • Filing correspondence agendas and taking meeting minutes as assigned.
  • Assisting with the preparation of materials for community engagement events (e.g. school fairs speaking engagements).
  • May assist with ordering food and catering services for selected meetings and events.
  • Manage the annual Giving Tree Project from end to end
  • Accurately log gift card donations and ensure secure management of gift card inventory
  • Prepare marketing collateral and swag for team members in advance of speaking engagements community events and other activities in the community; manage inventory of marketing collateral

• Event Logistics: Create event project plans. Coordinate venues vendors contracts checklists volunteers signage catering entertainment transportation seating promotional material and more.
• Event Budgeting: Track expenses and managing event budgets.
• Complete Raisers edge training to utilize and help maintain donor and prospect records in RE.

• Must be a flexible self-starter with excellent time management skills. The coordination of routine matters meetings and various other assignments will be delegated to the administrative assistant with minimal direction. Planning and anticipation of needs are critical responsibilities.
• Position has access to highly confidential and sensitive information. Protection of this information is a requirement of the position.
• Attention to detail and effective communication are critical. The administrative assistant is expected to draft accurate professional written and electronic correspondence that is free of spelling grammatical and formatting errors.
• Must become quickly familiar with agency policies and procedures the various agency stakeholders and reporting relationships.
• Must be able to perform the essential functions of this position with or without reasonable accommodation.

Other Duties as Assigned includes but is not limited to(5%):
May assist other member of the executive team on occasions.
May provide backup relief to the receptionist at the front desk on occasion.

Minimum Position Qualifications

• Bachelors degree in English Communications Journalism or a related field
• 2 or more years of prior experience providing administrative support to executives including:
  • Compilation of memos letters and other written correspondence
  • Management of calendars including the coordination of complex executive meetings
  • Attendance at executive meetings as the recorder of written meeting minutes
  • Data analysis and report preparation
  • Event and project planning
• Significant experience and comfort with Office 365 including Outlook Teams Word Excel and PowerPoint; comfort learning new software programs and setting up/using technology
• Highly organized detail-oriented and proficient at multi-tasking
• Ability to handle confidential and sensitive information in a trustworthy manner
• Strong problem-solving skills and ability to work with minimal supervision; planning and anticipation of staff needs are critical responsibilities
• Comfort communicating and collaborating with diverse audiences including Board of Trustees members major supporters of CHNK fellow employees vendors donors and volunteers
• High standards of performance; willingness to assume responsibility for the timely and correct completion of assignments or tasks
• Ability to work occasionally in the evenings and weekends.