Executive Assistant (FQHC)

Description

The Executive Assistant will be responsible for administrative support of the Executive Leadership Team (ELT), for the coordination of activities and information flow, managing multiple tasks and projects with competing priorities and deadlines, screening and prioritizing communication from external and internal sources, organizing and maintaining day-to-day tasks, scheduling, and ongoing projects.

• Performs comprehensive administrative services and routine duties of a responsible and discretionary nature as assigned to relieve the ELT of administrative and clerical detail
• Works fairly independently, receiving minimal supervision and guidance, but also accepts direction and seeks guidance as appropriate. 
• Establish and maintain effective working relationships with the ELT, Board of Directors, faculty, community partners, patients, and the public.
• Possesses expert knowledge of office routine, machines, and information systems, as well as an understanding of FQHC programs and procedures related to the work of the ELT
• Maintains ELT’s calendars, including continual refinement of scheduling meetings and appointments aligning with current priorities and deadlines
• Generates and proof-reads correspondence, reports, minutes, forms, etc. which are often of a sensitive/confidential nature and maintains appropriate file copies
• Adhere to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format.
• Maintains materials for documenting Continuing Medical Education (CME) credits on an ongoing basis
• Maintains Patient Relations inbox. Forwards communications to the appropriate parties and documents communications as necessary
• Updates and maintains documentation of the organization’s filings with, but not limited to, the secretary of state for trade name renewals, annual permit renewals, and other government filing renewals (e.g., SAM.gov)
• Maintains documentation, registration renewal, inspection coordination of company vehicles.
• Answers telephones and emails in a timely and polite manner; places and accepts telephone calls on behalf of ELT
• Primarily responsible for ensuring all technical communications are up and running for all meetings/phone calls ahead of schedule
• Meets regularly with CEO concerning daily assignments and progress on requests; prioritizes CEO's tasks and own work for the day and the week; ensures that the CEO is informed regarding schedule of appointments, project progress, etc.
• Coordinates meetings, luncheons, conferences, etc. including scheduling, preparing agenda, distributing reminders, and arranging for refreshments, conference room reservations, and transportation/lodging as needed
• Prepares and processes purchase orders as needed; maintains an inventory of office supplies, etc.
• Performs special projects as may arise from time-to-time
• Performs related duties & responsibilities as assigned/requested

Requirements

• At least four (4) year's experience in an Executive Assistant, Management, Customer Service or comparable role required
• Must be able to work effectively both independently and with others; must be able to manage multiple and overlapping projects
• Excellent writing and computer skills, including proficiency with cloud-based MS applications, competency with new and emerging software applications, and experience with traditional computer and secretarial basics (typing, mail merges, label creation, correspondence, internet research, etc.)
• Digital fluency with Microsoft applications including Teams and SharePoint, ability to learn and help others with software programs, including internet navigation and Microsoft Office Suite (Outlook, Excel, Word, PowerPoint), Adobe Acrobat proficiency required
• Cultural competency and interest in health care equity, social justice, social media, and public health
• Ability to keep sensitive information confidential and function with honesty and integrity
• Must have excellent interpersonal skills and the ability to appropriately communicate with individuals at all professional levels; must be able to stay calm and communicate clearly in stressful situations
• High attention to detail; strong reading comprehension and basic mathematical skills