SUMMARY
The Executive Assistant to C-suite will play a crucial role in supporting the efficient functioning of the executive office by providing comprehensive administrative support to our CAO and CEO. The Executive Assistant to C-suite will assist them with daily responsibilities such as preparing reports, organizing meetings, maintaining records, and attending meetings. This position will require a proactive and detailed –oriented professional capable of managing diverse tasks and maintaining confidentiality. Healthcare industry experience strongly preferred.
ESSENTIAL DUTIES AND RESPONSIBILITIES include but are not limited to the following functions:
· Works directly with the Chief Executive Office and Chief Administrative Officer (CAO) and other executives to support all aspects of their daily responsibilities.
· Effectively manage executive calendars, scheduling and coordinating meeting, and appointments; assist to resolve scheduling conflicts.
· Organizes and prepares for meetings and conferences, which includes sending reminders, gathering documents, preparing meeting agendas and minutes, recording meeting discussions, and organizing catering when necessary.
· Serve as a key point of contact between C-suite Executives and Board Members; Coordinate logistics for board meetings, ensuring timely distribution of materials and documentation.
· Facilitate communication between executives and board members, conveying messages and updates as needed. Also assisting in preparing reports and presentations for the board.
· Liaise with committee chairs to ensure efficient workflow.
· Collaborate with legal and finance teams to prepare and distribute proxy materials for annual general meetings; ensuring compliance with regulatory requirements.
· Arrange travel and accommodations for board members and executives attending meetings or corporate events.
· Draft, review and send correspondents, emails and reports on behalf of executives.
· Conducts research, compile and analyze information for executive decision-making, including reports generation, presentation and proposals.
· Ensure accuracy and consistency in all written communications.
· Assists in managing special projects, ensuring timelines and deliverables are met. Coordinating and collaborating with other departments to gather necessary information.
· Assists with the organization and set up of company events such as health fairs, holiday parties, luncheons, and other similar events.
· Maintains various records and organizes files.
· Maintains discretion and protects operations by keeping information confidential.
· Communicates and orders supplies, furniture, and groceries for other departments.
· Tracks and reconcile expenses, ensuring accuracy and compliance with the company policies.
· Ensures that the reimbursement requests are processed/sent out to finance department in timely manner.
· Receives any incoming mail and distributes to the correct departments.
· Travels to other sites as needed.
· Other duties as assigned.
QUALIFICATIONS
To perform this job successfully an individual must be able to perform each essential duty satisfactorily. Requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION and/or EXPERIENCE
· Bachelor’s Degree in Business or related field. **Healthcare Industry Experience highly preferred**
· Three to five years of administrative experience.
· Three to five years of executive assistant experience or similar role supporting C-level executives.
· Extensive MS Office knowledge.
NECESSARY SKILLS
· Strong verbal and written communication skills.
· Excellent interpersonal and customer service skills.
· Exceptional organization skills and multi-tasking abilities.
· Exceptional writing, editing, and proofreading skills.
· Possess strong time management skills. Strong ability to handle high-pressure situations and meet deadlines, while maintaining a positive attitude and professionalism.
· Ability to prioritize high stakes projects.
· Support of the board Members.
· Expert in Microsoft Office skills.
· Strong Event Planning Experience.
· Exhibit strong problem-solving skills to address issues and find effective solutions.
· Strong Experience with internet based tools (Adobe, google apps including meets, calendar, and Zoom etc.)
· Ability to work independently while also being receptive to and capable of adhering to guidance and instructions when required.
WORK ENVIRONMENT
Described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions. Variations in conditions may occur under certain circumstances.
CONFIDENTIALITY
Maintains patient, employee and Foundation confidentiality at all times, discussing patient or employee business only with appropriate parties who have a bona fide need to know; and communicating only the minimum amount of information necessary with respect to protected health information (PHI) as defined by the Health Insurance Portability and Accounting Act of 1996 (HIPAA).
Job Type: Full-time
Pay: $70,000.00 - $75,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Schedule:
- 8 hour shift
- Day shift
- Monday to Friday
Education:
Experience:
- Microsoft Excel: 1 year (Preferred)
- Microsoft Powerpoint: 1 year (Preferred)
- Project scheduling: 3 years (Preferred)
- Healthcare: 3 years (Preferred)
Language:
Work Location: In person