Executive Administrative Assistant to CEO/President
Job Type Full-timeDescriptionPOSITION SUMMARY The Executive Administrative Assistant provides administrative support to the President/CEO and the Executive Assistant to the President/CEO.
The selected candidate for this position must be highly-organized, detail-oriented and able to work independently while carrying out numerous assignments.
Responsible for organizing and coordinating personal appointments and working closely with the Executive Assistant to ensure streamlined process to avoid meeting overlaps and conflicts.
This candidate will assist with office and administrative duties, such as printing/scanning needs, creating files, organizing, etc.
This candidate must be able to work confidentially and independently while carrying out numerous assignments as a liaison with internal employees and departments as well as outside community partners.
REPORTING RELATIONSHIPS The position reports to the Executive Assistant to the CEO/President and works in conjunction with other Assistants to ensure the high performance of the Executive team.
ESSENTIAL JOB DUTIES and FUNCTIONS Perform clerical/administrative duties such as managing and prioritizing email and drafting official business correspondence.
Work closely with the clinical front desk manager to schedule patient appointments and patient house calls.
Assist Executive Assistant with coordinating travel itineraries including submitting travel expenses.
Schedule the President/CEO's personal appointments on calendar and sync with the Executive Assistant to avoid conflicts with business calendar.
Ensure effective time management by prioritizing projects and meetings.
Be an ambassador for the mission of the organization.
Cross train with the other Administrative Assistants and the Governance Officer to provide back up at any time.
HIPAA policies regarding privacy and security of patient health information will be exercised at all times.
Ad hoc projects as assigned.
OTHER FUNCTIONS AND RESPONSIBILITIES Event planning and participation.
Graduation & Orientation Committee participation.
Assist in other areas of the organization as needed.
Front desk phone coverage in Receptionist's absence.
Perform other duties as assigned.
RequirementsREQUIRED QUALIFICATIONS Bachelor's degree preferred.
Four years related experience and/or training, or equivalent combination of education and experience preferred.
Excellent professional skills and be detail oriented.
Strong analytical, organizational and time management skills.
Excellent interpersonal, written and verbal communication skills.
Patience to work through the creative process and drive to create positive outcomes.
Excellent computer skills, as well as proficiency with Google platform, Microsoft Word, Excel and Power Point are required.
Willingness to work a flexible schedule.
High level of professionalism and confidentiality at all times.
Excellent judgment and the ability to communicate with all levels of the organization including Executive Leadership team and the Board of Directors as well as outside community partners.
Valid driver's license.
Reliable access to an automobile or reliable access to transportation to assigned work areas.
PACECARD METRICS Ensure priority meetings/obligations are scheduled in a timely manner.
Consult with the Executive Assistant to the President/CEO at all times regarding calendar entries.
Schedule personal and business meetings effectively to ensure a manageable schedule for President/CEO.
Cross train with other Administrative Assistants to ensure a seamless transition in their absence.
Cover Receptionist for Administration during breaks and absences.
This job description is not designed to cover or contain a comprehensive listing of all responsibilities that are required of the employee.
Duties and responsibilities may change or be assigned at any time.
Recommended Skills Analytical Attention To Detail Business Correspondence Clinical Works Confidentiality Creativity Estimated Salary: $20 to $28 per hour based on qualifications.
The selected candidate for this position must be highly-organized, detail-oriented and able to work independently while carrying out numerous assignments.
Responsible for organizing and coordinating personal appointments and working closely with the Executive Assistant to ensure streamlined process to avoid meeting overlaps and conflicts.
This candidate will assist with office and administrative duties, such as printing/scanning needs, creating files, organizing, etc.
This candidate must be able to work confidentially and independently while carrying out numerous assignments as a liaison with internal employees and departments as well as outside community partners.
REPORTING RELATIONSHIPS The position reports to the Executive Assistant to the CEO/President and works in conjunction with other Assistants to ensure the high performance of the Executive team.
ESSENTIAL JOB DUTIES and FUNCTIONS Perform clerical/administrative duties such as managing and prioritizing email and drafting official business correspondence.
Work closely with the clinical front desk manager to schedule patient appointments and patient house calls.
Assist Executive Assistant with coordinating travel itineraries including submitting travel expenses.
Schedule the President/CEO's personal appointments on calendar and sync with the Executive Assistant to avoid conflicts with business calendar.
Ensure effective time management by prioritizing projects and meetings.
Be an ambassador for the mission of the organization.
Cross train with the other Administrative Assistants and the Governance Officer to provide back up at any time.
HIPAA policies regarding privacy and security of patient health information will be exercised at all times.
Ad hoc projects as assigned.
OTHER FUNCTIONS AND RESPONSIBILITIES Event planning and participation.
Graduation & Orientation Committee participation.
Assist in other areas of the organization as needed.
Front desk phone coverage in Receptionist's absence.
Perform other duties as assigned.
RequirementsREQUIRED QUALIFICATIONS Bachelor's degree preferred.
Four years related experience and/or training, or equivalent combination of education and experience preferred.
Excellent professional skills and be detail oriented.
Strong analytical, organizational and time management skills.
Excellent interpersonal, written and verbal communication skills.
Patience to work through the creative process and drive to create positive outcomes.
Excellent computer skills, as well as proficiency with Google platform, Microsoft Word, Excel and Power Point are required.
Willingness to work a flexible schedule.
High level of professionalism and confidentiality at all times.
Excellent judgment and the ability to communicate with all levels of the organization including Executive Leadership team and the Board of Directors as well as outside community partners.
Valid driver's license.
Reliable access to an automobile or reliable access to transportation to assigned work areas.
PACECARD METRICS Ensure priority meetings/obligations are scheduled in a timely manner.
Consult with the Executive Assistant to the President/CEO at all times regarding calendar entries.
Schedule personal and business meetings effectively to ensure a manageable schedule for President/CEO.
Cross train with other Administrative Assistants to ensure a seamless transition in their absence.
Cover Receptionist for Administration during breaks and absences.
This job description is not designed to cover or contain a comprehensive listing of all responsibilities that are required of the employee.
Duties and responsibilities may change or be assigned at any time.
Recommended Skills Analytical Attention To Detail Business Correspondence Clinical Works Confidentiality Creativity Estimated Salary: $20 to $28 per hour based on qualifications.
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