- Provides effective and efficient professional-level administrative support to the CEO. Examples of professional-level administrative support include, but are not limited to:
- Manages the CEO’s calendar. Schedules meetings and appointments; plans and coordinates seminars and conferences; manages travel arrangements. Diplomatically navigates competing agendas, interests, and requests. Proactively plans for presentation needs, drafts templates, and provides adequate prep time in advance of key presentations and/or meetings.
- Organizes a variety of meetings and events with internal and external participants. Coordinates agendas and attends, facilitates, takes minutes, and/or presents, as needed.
- Organizes Board of Directors meetings and activities. Coordinates all logistics. Drafts and distributes meeting materials. Proactively communicates with Board members to ensure calendars are populated with accurate meeting information and materials are received in a timely manner. Attends meetings in person, produces accurate, succinct, and timely meeting minutes.
- Organizes Board of Directors meetings and activities. Coordinates all logistics. Drafts and distributes meeting materials. Proactively communicates with Board members to ensure calendars are populated with accurate meeting information and materials are received in a timely manner. Attends meetings in person, produces accurate, succinct, and timely meeting minutes.
- Initiates, drafts and/or reviews, proofreads, and formats a variety of professional-quality documents, reports, and correspondence. Performs research and organizes and report findings. Monitors deadlines.
- Uses a high level of discretion and independent judgment with respect to the handling of confidential and propriety information and matters of significance.
- Initiates and leads administrative activities and projects at an individual and organizational level.
- Exercises independent initiative, expertise, and strategic thinking skills to identify new and/or improvement opportunities. Uses independent judgment to manage and prioritize work and complete projects, providing updates or reports in advance to CEO and/or other stakeholder(s) as needed to inform and/or facilitate effective outcomes.
- Collaborates with and guides others to complete projects and drive operational improvements.
- Ensures systems and processes are in place to effectively manage a variety of organizational records, contracts, and documents using both electronic and hard copy formats. Creates and maintains recordkeeping/records management systems for handling important institutional data. Closes and prepares files for accessible storage consistent with healthcare records retention policy. Maintains accurate departmental files and records as needed to support day-to-day management needs.
- Develops and disseminates policies, procedures, guidelines, and action plans.
- Independently researches, collects data, and prepares presentations and reports.
- Serves as the conduit between the Executive Leadership and Executive Assistant teams.
- Screens callers and visitors, referring them to appropriate staff members or departments.
- Performs additional administrative and clerical duties as assigned, which may include but are not limited to:
- Approves timecards and leave requests.
- Processes and approves invoices and purchasing card transactions.
- Orders and maintains office supplies.
- Receives, sorts, and distributes mail.
- Manages email distribution lists.
- Monitors and renews business licenses.
- Performs other related duties and special projects, as assigned.
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