Executive Assistant

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Job description

Mission Statement:

Our mission is to provide high-quality, comprehensive medical and dental care, patient advocacy and related services to people who need them most, regardless of their ability to pay. Caregivers demonstrate a high level of empathy, compassion and profound respect while providing excellence of care to our patients. They serve as advocates for all of those in our Northeast Ohio community, especially the most vulnerable.

Job Summary:

The Executive Assistant to the President and CEO at Care Alliance Health Center is a highly skilled and trusted professional responsible for providing comprehensive administrative and strategic support to the organization's chief executive. This role demands exceptional organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment. As a key liaison between the CEO and both internal and external stakeholders, the Executive Assistant must handle confidential and sensitive information with utmost discretion.

Task Responsibilities:

Includes but are not limited to:

Administrative Support: Manage the CEO's calendar, schedule appointments, and coordinate meetings to optimize time and efficiency.

Communication and Correspondence: Draft, review, and manage high-level communications on behalf of the CEO, including emails, reports, and presentations, ensuring accuracy and alignment with organizational tone and goals.

Meeting Coordination: Organize and prepare for board meetings, executive team meetings, and other high-stakes meetings, including agenda setting, logistics, minute-taking, and post-meeting follow-up.

Board Liaison: Act as the primary liaison between the CEO and the Board of Directors, ensuring seamless communication and timely distribution of board materials, updates, and reports. Coordinate board meeting logistics, including agenda development, document preparation, and on-site or virtual meeting facilitation.

Stakeholder Liaison: Serve as the primary point of contact between the CEO and internal/external stakeholders, including board members, community partners, and senior leadership, ensuring clear, timely, and professional communication.

Project Management: Support the CEO on special projects, tracking timelines, milestones, and deliverables to ensure goals are met; follow up on delegated tasks to ensure progress.

Document and Presentation Preparation: Compile and prepare materials for board meetings, executive presentations, and other reports as needed, translating complex information into clear and concise formats.

Confidentiality and Discretion: Handle sensitive information with a high level of confidentiality and exercise sound judgment in dealing with executive matters.

Travel and Event Coordination: Arrange travel plans, including flight arrangements, accommodations, and itineraries, and coordinate logistics for conferences, community events, and speaking engagements.

Process Improvement: Identify and implement process improvements in administrative functions to enhance organizational efficiency and support executive productivity.

Executive Team Support: Facilitate communication and workflow across executive team members, ensuring that information is disseminated appropriately, and priorities are aligned.

Expense Management: Process and track the CEO's expense reports and ensure timely reimbursements in accordance with organizational policies.

Research and Information Gathering: Conduct research and gather information to support the CEO's decision-making and strategic planning efforts.

Office Management Assistance: Assist with general office duties as needed, supporting the broader executive office and ensuring smooth daily operations.

Other duties as assigned

Minimum Education and Experience:

Required:

Education and Experience: Bachelor's degree in Business Administration, Communications, or a related field preferred, with at least 5 years of executive-level administrative experience supporting senior leadership, ideally in a healthcare or nonprofit setting.

Board and Project Coordination: Proven experience acting as a liaison to a Board of Directors and managing projects or high-stakes initiatives, with a demonstrated ability to prioritize and meet deadlines effectively.

Communication and Confidentiality: Exceptional written and verbal communication skills, with a strong commitment to discretion when handling confidential information and sensitive matters.

Technical Proficiency: Proficient in Microsoft Office Suite and familiar with virtual meeting platforms (e.g., Zoom, Teams), with the ability to learn and use project management software as needed.

Organizational and Relationship Skills: Highly organized, detail-oriented, and skilled at building strong professional relationships with board members, executives, and community stakeholders.

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