Under the direction of the Chief Executive Officer (CEO), the Executive Assistant, in collaboration with the Director of Administrative Services, manages key administrative tasks essential to corporate operations. Responsibilities include finalizing corporate correspondence, overseeing the CEO's schedule, handing confidential materials, conducting word processing, and preparing presentations as assigned. The role also involves comprehensive preparations for CEO meetings and effective communication with staff, external partners, and community leaders.
Primary Duties and Responsibilities
• Coordinate and maintain an updated calendar for the CEO.
• Resolve scheduling conflicts and prioritize issues to ensure an effective schedule for the CEO.
• Manage incoming telephone calls for the CEO, interpret caller's needs, and handle appropriately or document comprehensive messages.
• Coordinate meetings and conferences for the CEO and Board of Directors, including venue arrangements, agenda preparation, AV equipment coordination, attendance tracking, and minute-taking.
• Prepare for CEO meetings by scheduling, updating calendars, sending reminders, and distributing minutes promptly.
• Initiate and prepare various status reports for CEO.
• Process all incoming correspondence for the CEO and Board of Directors, including categorization, date stamping, and recording relevant appointments.
• Support the preparation of corporate correspondence, proposals, and reports for Administration staff as directed.
• Perform other duties as assigned by the CEO.
Requirements/Qualifications
• Bachelor's Degree from an accredited college or university or equivalent experience required.
• Minimum of five (5) years of related experience at the executive level in a healthcare facility preferred.
• Excellent typing skills (minimum 60 words per minute) and proficiency in office productivity software.
• Ability to handle sensitive and confidential information with discretion.
• Strong organizational skills with the ability to prioritize, meet deadlines, and manage multiple complex tasks simultaneously.
• Ability to work independently with minimal supervision and maintain a professional, community service-oriented demeanor.
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