Executive Assistant to the CEO and Liasion to the Boad of Directors at a FQHC on Cape Cod
Company Overview
Duffy Health Center, a non-profit located in Hyannis, MA, provides compassionate and skilled integrated healthcare for persons with complex health and social needs on Cape Cod. We envision a Cape Cod where all persons have access to quality health care, safe and stable housing, and lives filled with connection and purpose.
Duffy Health Center is a Federally Designated Healthcare for the Homeless Program. This requires that most of the patients we serve are experiencing or have recently experienced homelessness or some other form of housing insecurity.
Staff choose to work here because they believe deeply in the mission, and some staff have relevant lived experience themselves.
Position Summary
The Executive Assistant is responsible for providing administrative and clerical support and assistance for Duffy Health Center leadership team. Work includes receiving and directing incoming communications, preparing and distributing correspondence and reports, maintaining and updating records and files, researching and compiling information, and working on special projects as assigned. Work includes supporting the board and other committees by coordinating and providing information, managing minutes and whatever may be needed to move the work forward.
Key Responsibilities
The essential functions or duties listed below are intended only as illustration of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if work is similar, related, or a logical assignment to the position.
- Provides necessary administrative support for the CEO and Chief Development & Communications officer.
- Assists the Development, Marketing and Communications team where needed, in preparing for special projects and events as required, records information in databases and creates and mails correspondence.
- As directed by the Finance leadership, mails bills, and works with Accountant to prepare for annual audit; collecting copies of board minutes and required documents.
- Coordinates materials, posts notice, prepares agendas, attends, and takes minutes for various meetings including Board of Directors, Board committee, Management Team and Full Staff meetings.
- Records, compiles information, and prepares monthly reports as required.
- Maintains and updates, electronic records including but not limited to the Policy Directory, the Phone List, Date of Hire, Call Tree, Org Chart and other agency records as requested.
- Schedules meetings and reserves conference rooms, orders refreshments and meals, and performs room set-up and clean-up for Full Staff and Management meetings. Stocks refreshments and supplies for Franey Room and keeps administrative conference rooms (Franey and Mohr) orderly.
- Orders administration supplies, stationery and business cards.
- Greets and assists guests and staff who are visiting the administrative offices.
- Acts as Notary Public for agency.
- Keeps MOA/MOU binder current and maintains contracts on SharePoint.
- Updates client satisfaction survey and assists with other survey tools as needed.
- Makes arrangements for outside meetings when needed.
- Makes travel arrangements as needed.
Qualifications & Skills
Education & Experience: (Required & Preferred)
A candidate for this position must have an associate’s degree, with a Bachelor’s preferred, with three to five (3-5) years of executive assistant experience, or any equivalent combination of education and experience.
License and Certifications Required
A candidate for this position must be able to obtain certification as a Notary Public.
Skills & Competencies:
A candidate for this position should have the following:
- Microsoft Office programs including but not limited to Excel, Word, PowerPoint, etc, at the advanced level.
- Fundraising databases (preferred)
- General office administration practices and procedures
- Policies and procedures of the organization
- Grammar, spelling, and letter composition.
- Effective written and verbal communication
- Mathematics
- Accurate maintaining of records and files
- Undertaking internet searches and information gathering, preparing accurate reports and documents
- Troubleshooting and problem-solving
- Effectively plan and prioritize work
- Maintain confidentiality of information
- Handle multiple tasks simultaneously in a timely manner
- Interact professionally with co-workers at all levels, patients, and individuals from outside agencies
- Work willingly on a variety of projects
- Commit to the philosophy and mission of Duffy Health Center which serves the homeless and at-risk population, and to the team-based approach as part of PCMH.
Work is performed under the general supervision of the Chief Executive Officer. The employee is familiar with the work routine and uses initiative in carrying out recurring assignments independently, with specific instruction. The supervisor provides additional, specific instruction for new, difficult or unusual assignments. The employee is expected to refer unusual situations to the supervisor for further instruction. Reviews and checks of the employee’s work are applied to an extent sufficient to keep the supervisor aware of progress. In many cases, the work is self-checking, for example, requiring accounts to balance before proceeding.
Numerous standardized practices, procedures, or general instructions govern the work and in some cases, may require additional interpretation. Judgment is needed to locate, select and apply the most pertinent practice, procedure, regulation or guideline. The work consists of a variety of duties which generally follow standardized practices, procedures, regulations or guidelines. The sequence of work and/or the procedures followed vary according to the nature of the transaction and/or the information involved, or sought, in a particular situation. Employee serves as gatekeeper of the department. Employee has access to confidential information and records of the organization. Errors could result in delay or loss of service.
The position has daily contact with co-workers and frequent contact with employees from other health centers and organizations, Board and Committee members, state and federal agents, patients, donors, vendors. The purpose for contact is to coordinate work and give or receive information and assistance.
Work Environment/Physical Requirements:
Employee works in an office setting and is required to sit, talk/listen and use hands more than 2/3rd of the time; and stand, reach, walk, up to 1/3rd of the time. Employee seldom lifts up to 10 lbs. Normal vision is required for the position. Equipment operated includes office machines, and computers. Employee may be exposed to hostile individuals or situations.
Compensation: Pay Range Salary Exempt position- $60,000-$70,700
The posted range represents the full earning potential for the role over time, not the typical starting or hiring rate. Starting pay is determined based on factors such as relevant experience, skills, internal equity, and market alignment. The top of the range reflects compensation that employees may reach through demonstrated performance, increased responsibilities, and tenure in the role. This structure allows us to support growth and advancement while maintaining fairness and consistency across the organization.
Pay: $29.00 - $34.00 per hour
Benefits:
- Dental insurance
- Employee assistance program
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Work Location: In person
