Primary Function:
The Executive Assistant provides senior-level administrative and operational support to the Chief Executive Officer and Board of Directors. Duties and responsibilities include but are not limited to a broad range of executive support functions including management of the CEO’s calendar and correspondence, preparation and distribution of Board of Directors meeting packets and minutes, coordination of board and donor communications, financial administration including credit card reconciliation and invoice tracking, and special projects as assigned. This is a temporary, full-time, in-person position.
Supervision: Chief Executive Officer
Qualifications
1. Associate of Applied Science (AAS) degree required. Bachelor’s degree preferred. Field of study in business administration, office management, healthcare administration, or a related discipline is a plus.
2. Minimum three (3) years of experience performing, at a high level, the duties and responsibilities associated with an executive administrative position supporting C-suite or senior leadership.
3. Advanced proficiency in Microsoft 365 applications including Outlook, Word, Excel, PowerPoint, and Teams.
4. Experience with accounting or financial tracking software (e.g., QuickBooks, Sage, or similar platforms).
5. Demonstrated ability to identify and implement administrative process improvements and operational efficiency initiatives.
6. Exceptional written communication skills with the ability to independently draft polished, professional correspondence.
7. Must possess strong organizational, project management, and problem-solving skills with the ability to manage multiple priorities simultaneously.
8. Ability to interact with patients, family members, visitors, co-workers, medical staff, donors, and Board members under a variety of circumstances with professionalism and compassion.
9. Ability to handle frequent interruptions and still complete tasks accurately and on time.
10. Experience in a healthcare, hospice, home health, or nonprofit environment strongly preferred.
11. Must demonstrate the highest degree of discretion and confidentiality in handling sensitive executive, personnel, and organizational information.
12. Commitment to the Agency’s mission and the standards of compassionate, patient-centered care.
13. Regular, reliable attendance is essential.
14. Must be current in health immunization requirements of North Carolina and Hospice of Davidson County.
15. Valid Driver’s License
Job Duties:
1. Manage and maintain the CEO’s calendar, including scheduling meetings, appointments, and coordination of logistics; proactively anticipate and resolve scheduling conflicts.
2. Prepare, compile, and distribute comprehensive Board of Directors meeting packets and supporting materials in advance of all scheduled board meetings.
3. Facilitate Board of Directors, board subcommittee, and community stakeholder meetings.
4. Attend Board of Directors meetings, Leadership Team meetings, and other designated meetings; accurately record, draft, finalize, distribute and archive official meeting minutes.
5. Maintain Board records, governance documents, and Board member contact information in accordance with organizational policy.
6. Draft, proofread, and finalize professional correspondence on behalf of the CEO, including donor acknowledgment letters, referral source communications, and other executive-level correspondence.
7. Serve as a professional liaison between the CEO and internal departments, Board members, donors, community partners, and referral sources.
8. Manage organizational credit card purchases on behalf of the CEO; maintain accurate records of all transactions and reconcile statements in accordance with financial policy.
9. Process and track invoices; prepare and submit expense reports in a timely and accurate manner.
10. Welcome guests and callers by greeting them in person or by telephone; answers or direct inquiries professionally.
11. Plan, prioritize, and schedule meetings; secure meeting locations and coordinate all associated logistics.
12. Coordinate CEO-hosted events and functions as designated by the Chief Executive Officer.
13. Identify and implement opportunities to improve executive office workflows, systems, and administrative processes.
14. Maintain a comprehensive hard copy and digital filing systems for executive correspondence, contracts, and records.
15. Compile statistics and gather data as needed; complete surveys, questionnaires, and prepare reports as requested.
16. Help host groups using the Agency’s facilities and assist with staff events, as needed.
17. Maintain a high level of trust; handle confidential information with absolute discretion at all times.
18. Maintain confidentiality of Protected Health Information (PHI) at all times.
19. Documents services and expenditures for reimbursement purposes.
20. Consults with immediate supervisor as issues and concerns arise while maintaining consistent and concise lines of authority.
21. Maintains a safe and clean work area to promote workplace safety.
22. Attends required in-services on an annual basis:
A. Risk Management
B. Bloodborne Pathogens/TB
C. Body Mechanics
D. Fire Safety
E. General Safety/Hazardous Materials
F. Patient/Staff Relations
23. Participates in Agency-sponsored in-service trainings and on hospice committees, as needed.
24. Perform job duties in accordance with all Agency policies, procedures, and professional and community standards.
25. Abide by the Agency’s Professional Code of Conduct.
26. Perform other duties or special projects, as requested.
Physical Demands:
The physical demands described here are representative of 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 sit, stand, and walk. Requires hand and finger dexterity for various office equipment and keyboarding duties; must be able to handle or feel objects, tools, or controls and reach with hands and arms. Must be able to communicate clearly. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required include close, distance, color, peripheral, and depth perception and the ability to adjust focus. The noise level in the work environment is usually moderate.
Status and Hours of Work:
This position is classified as nonexempt. This is a temporary, full-time position with an assignment end date of August 31, 2026. Usual working hours are 8:00 a.m. to 5:00 p.m., Monday through Friday, or as needed to perform duties. This position is eligible for overtime pay.
