Executive Assistant

Responsibilities:

• Serves as a liaison to the board of directors and senior management teams. Organizes and coordinates executive outreach and external relations efforts. Communicates directly, and on behalf of the ED, with Board members, donors, Foundation staff, and others, on matters related to ED’s programmatic initiatives.
• Works independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion. Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Establishes meeting dates for the year including direct report updates, Board meetings, Leadership meetings, and Town Hall Meetings. Distributes schedule to meeting attendees and their assistants. Reserves conference rooms, orders refreshments, and audio/visual equipment as appropriate for all scheduled meetings. Communicates any pertinent meeting information to attendees and their assistants. Assists in coordinating the agenda of senior management team meetings, off-site meetings, and all staff meetings. Confirms attendance of guests at meetings and distributes agenda to meeting guests. Records meeting minutes as required. Maintains log of meeting dates which includes list of agenda items and guests to utilize for future dates.
• Gathers information necessary to create reports and correspondence for Executive Director. Composes and prepares correspondence that is sometimes confidential. Edits and completes first drafts for written communications to external stakeholders. Copies and distributes outgoing reports and correspondence. Maintains filing system.
• Prepares professional presentations for the ED utilizing PowerPoint, publisher and other desktop publication applications, as well as producing information by transcribing, formatting, inputting, editing, retrieving, copying, text, data and graphics.
• Arranges complex and detailed travel plans, itineraries, and agendas. Compiles documents for travel-related meetings. Completes time-off, disbursement and expense forms accurately and timely as appropriate.
• Receives and screens visitors. Handles routine calls and refers others to the appropriate personnel. Responds to inquiries.
• Handles the coordination of incoming mail including opening, stamping, and sorting daily mail. Tracks incoming and outgoing mail for signature as appropriate. Ensures that mail requiring timely response is brought to the attention of the Executive Director.

Credentials:

Education or Equivalent Experience:

• H.S Diploma and 5+ years of related experience, prior experience supporting a senior level executive, project coordination.
• Associates degree preferred and 2+ years of Health care academic environment preferred