TRAVEL REQUIREMENT: (For <35%)
Description Summary:
In this fast-paced environment, the Executive Administrative Assistant to the CEO provides executive, administrative, and development support to the CEO and Board of Directors, as well as the management team and HR. The Executive Administrative Assistant is a salaried-exempt position and not eligible for overtime pay. This position serves as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO. Conducts daily administrative duties and completes a broad variety of administrative tasks that include managing an active calendar of appointments; completing reports; composing and preparing correspondence; arranging complex and detailed travel plans, itineraries and agendas and oversees special projects.
Essential Functions:
Executive Support
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Assists the Chief Executive Officer (CEO) with daily administrative duties and completes a broad variety of administrative tasks that include managing an active calendar of appointments; completing expense reports; composing and preparing correspondence; arranging complex and detailed travel plans, itineraries and agendas and compiling documents for meetings.
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Coordinates logistics for meetings both internally and externally.
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Serve as a liaison between executives, internal departments, and external stakeholders.
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Coordinates travel arrangements for the organization.
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Process travel reimbursements and off-island travel for applicable staff.
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Maintains petty cash.
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Communicates directly and on behalf of the CEO with Board members, donors, foundation staff, and others as directed.
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Drafts reports, letters of solicitation, proposals; prepares and coordinates oral and written communication with internal and external stakeholders.
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Supports CEO in his/her external commitments related to FHC, Inc., including service on external boards, committees and other groups.
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Transcribes post-meeting directives into concise, actionable summaries to track follow-up items for management meetings.
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Manages daily company mail.
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Any other tasks as assigned, by direct supervisor.
Board Support and Liaison
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Serves as administrative support to the Board of Directors and manages Board activities, which include coordinating monthly Board meetings and dinners; new Board member orientations; and compiling, assembling, and distributing Board meeting materials.
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Prepares, edits, and distributes comprehensive, legally defensible board meeting minutes, tracking all motions, votes, and resolutions with zero errors.
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Drafts highly professional, diplomatic correspondence, memos, and policy briefs on behalf of the CEO and Board Chair to community stakeholders and regulatory bodies.
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Coordinates Board Committee meetings, maintains confidential files and contact information; coordinates meetings, conferences, and committees to support the CEO’s agenda.
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Attends after-hours meetings.
Non-essential Functions: Assist with any other duties as assigned. Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
Position requirements / Job qualifications:
Education and Training:
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Associates Degree, required; Bachelor’s degree preferred.
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Five to ten years providing support for senior-level management preferably in a healthcare or non-profit
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Executive Business Writing or Public Communications training or experience preferred
Skills and abilities: (language, mathematical, reasoning, etc.): Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail. Proficiency in Microsoft Word, Excel, online research. Strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members and external partners. Proficiency in Windows, including MS Word, EXCEL and PowerPoint. Ability to conduct research and present data in a succinct and well-written manner. Ability to work independently and with professional discretion. Excellent writing, editing, grammatical, organizational, and research skills. Ability to work with a broad range of people including Board members, staff, colleagues of the CEO and staff, and others. Knowledge of other languages and international customs is an asset; knowledge of French or Spanish is helpful. Excellent management, time-management, and problem-solving skills.
Physical/mental demands: The physical/mental demands described here represent those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
While performing the duties of this job, the employee is regularly required to talk or hear, sit, and use hands to finger, handle, or feel objects, tools, or controls. The employee is occasionally required to stand, walk, climb, balance on two feet, stoop, kneel, crouch, or reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. Mental demands include the ability to learn, adapt to changes, and become proficient quickly, pay close attention to details, courteous and professional demeanor, ability to deal with stress of meeting deadlines and adhere to company policies and procedures.)
Work environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. The noise level in the work environment is usually moderate.
OSHA Blood Borne Pathogen Exposure Classification:
- Category I: Job classification includes ALL employees who have occupational exposure* to blood borne pathogens* (blood or body fluids) while performing their job duties.
- Category II: Job classification includes employees who are likely to have SOME occupational exposure to blood borne pathogens because Category I tasks may occasionally be required.
- Category III: Job Classification includes those employees who perform jobs and tasks where NO CONTACT with blood borne pathogens occurs and Category I and Category II tasks ARE NOT a condition of employment.
