Executive Assistant

Job Description

Job Description

Description :

POSITION : Executive Assistant

DEPARTMENT : Administration STATUS : Non-Exempt

REPORTS TO : CEO

Position Summary :

The Executive Assistant provides high-level administrative, operational, and project support to the Clinic’s Executive Leadership Team. This role ensures the smooth, efficient functioning of executive operations through exceptional organization, communication, confidentiality, and follow-through. The Executive Assistant serves as a trusted partner to leadership and a professional representative of the Clinic to staff, Board members, donors, patients, and community stakeholders.

DUTIES AND RESPONSIBILITIES :

• Coordinate and attending board of director and committee meetings
• Prepare executives for meetings with agendas, reports, and materials and general correspondence.
• Draft and edit professional correspondence and presentations.
• Handle sensitive communications with discretion and professionalism.
• Coordinate leadership meetings and special events.
• Track executive action items and deadlines.
• Support audits, compliance, and accreditation processes.
• Ability to manage multiple priorities in a fast-paced environment.
• Act as administrative liaison to Board of Directors as directed by CEO
• Provide administrative support to Executive Leadership
• Provide telephone support, take messages, and follow up accordingly.
• Assist with meeting scheduling and set-up as needed. Ensure visitors to Clinic are welcomed appropriately
• Support the Board of Directors by maintaining all Board records; updating Board roster; setting up Board and Committee meetings; taking meeting minutes, tracking Board volunteer hours
• Support with received donations, make appropriate copies and distribute accordingly, with Development department when available
• Support Clinic’s fundraising events by assisting with functions such as reservations, correspondence, and other related duties
• Supports Chief HR Officer with administrative procedures, interview scheduling, events and recruiting
• Other duties as assigned

Requirements :

Qualifications, Education and Experience :

Bachelor’s or Associate’s degree preferred

Minimum of 3 years experience of administrative experience

Demonstrates excellent organizational skills, multi-tasking and effective use of time

Proven ability to handle and complete multiple tasks or projects with multiple competing deadlines

Proficient in Microsoft Office

Supports Catholic Identity and mission alignment and knowledge of the Moral and Ethical Directives

Proven ability to deal professionally, courteously and efficiently with public and all levels of the organization to include public speaking

Ability to operate computers and must be proficient in Microsoft Office, practice management system software applications and electronic medical record

Must also possess facilitation skills, community organization skills, governance skills, and resource development experience

Bilingual in English / Spanish, preferred