Executive Assistant

REPORTS TO: Chief Executive Officer
WORK WEEK:   Anticipate 40 hours per week as needed to accomplish tasks
WAGE CLASSIFICATION: Non-exempt
OSHA RISK CLASSIFICATION: Low 
  
SUMMARY POSITION STATEMENT

The Executive Assistant provides a variety of support (clerical, receptionist, and secretarial) to the Chief Executive Officer, and Board of Directors and leadership, under the direction of the CEO.

ESSENTIAL FUNCTIONS/ROLES & RESPONSIBILITIES OF THE POSITION:

ADMINISTRATIVE:

• Assists in administrative support including but not limited to: general correspondence, answering phones, taking messages, scheduling, copying, filing, purchase requisitions, credit card reconciliation and coordination of ordering supplies.
• Assists the Chief Executive Officer in providing support to activities of the Board of Directors.
• Maintains the records, files and resources of the Board of Directors.
• Supports and coordinates external liaison with local, state and federal organizations, and officials in non-clinical affairs.
• Assists and coordinates business travel arrangements for the Board of Directors and Chief Executive Officer.
• Organizes and maintains corporate and administrative documents, information, and records.
• Files changes with appropriate state and federal agencies related to the Articles of Incorporation, Bylaws, and associated amendments.
• Monitors information and responds where appropriate to information received by PCHS regarding participating in state and federal collaborations, available funding and technical assistance, and management training programs.
• Participates and assists in creating and preparing for special events and projects.
• Consistent attendance and punctuality are required at work events as set by the Chief Executive Officer.
• Daily open, sort, and deliver mail.
• Greet all at admin front desk in a professional manner, ascertain their needs, and follow through with the appropriate action or direction.
• Support/teach staff in the use of office equipment and procedures for scheduling rooms.
• Maintains meeting room calendars and agency wide calendars and assists in updating the Intranet information.
• Coordinates the CEO’s schedule.
• Assists with various projects as assigned.
• Prepares agenda and meeting packets, and provides timely notification to the Board of Directors, Board committees, and to the Directors as directed by the Chief Executive Officer.  Also to clinical providers and staff of upcoming weekly trainings/meetings.
• Takes clear and concise minutes and provides timely reporting to the Board of Directors, Board committees and staff management including medical providers and other staff.  Must understand Robert’s Rules of Orders and the process of a Board of Directors.
• Maintains electronic and hard copy files of all Board meeting documents in addition to specific Administrative or Clinical meeting documents.
• Maintains presence at administrative front desk as primary contact for all administrative staff, mail, incoming phone calls, etc.
• Schedules and maintains calendar of activities and meetings for the Chief Executive Officer and Board of Directors.
• Organizes meetings, including but not limited to meal preparation, securing venues, posting of agenda, public notices, general timekeeping.

OTHER DUTIES

• Provides high level administrative support to the officers (CEO, CMO, CFO, COO and CCO).
• Conducts policy, program and grant research and literature review and analyzes and summarizes information, providing the information and recommendations to the CEO.
• Assists CEO, CMO, COO, CFO, CCO and other managerial staff in preparing materials needed to ensure adequate implementation and monitoring of HRSA and other state and federal regulatory bodies as required, including maintaining Board quality assurance reports and other monitoring activities.
• Act as a ‘gatekeeper’ for CEO incoming demands.
• Collects, analyzes and prepares administrative reports for CEO and BOD.
• Provide Notary Public services to PCHS.

POSITION REQUIREMENTS:
Education:  High School graduation or GED required.  Associate’s degree or graduation from vocational school or higher preferred.
License:  No license required. Notary Public required after position is accepted.
Experience:  5-10 years Executive or Admin Assistant experience preferred.