Executive Assistant at Hurtt Family Health Clinic

The Executive Assistant provides advanced and confidential administrative support to the Chief Executive Officer, Chief Medical Officer, and Chief Operating Officer. As a representative of the Chief Executive Officer, independent judgment is required to plan, prioritize, and organize diversified workload, with professionalism and discretion. Ability to handle information in a confidential manner. Continually requires demonstrated poise, tact and diplomacy to a diverse group of internal and external customers. The Executive Assistant has experience in handling a wide range of administrative and executive support related tasks and projects.

This is a full time on site position with a general schedule of Monday - Friday 8am - 5pm. This position requires occasional nontraditional hours, including occasional evenings and weekends as required to complete all tasks in a timely manner or to meet the needs of the Chief Executive Officer.

The best candidate for this position

• has experience supporting administrative functions at the executive level
• has excellent time management, including the ability to organize and manage multiple priorities. Must be able to demonstrate multi-tasking skills in a high stress environment while working with multiple managers
• some analytical ability is required in order to gather and summarize data for reports, find solutions to various administrative problems
• ability and judgment to handle confidential and sensitive information with discretion and tact. High level of professionalism and confidentiality
• Knowledge of Windows based Microsoft Office software (Word, Excel, Outlook, PowerPoint, Internet Explorer), hands-on PC compatible computer knowledge, understanding, and skill; Proficiency with basic typing (40 wpm)
  
  

What You'll Do

Job Responsibilities & Duties

• Screen telephone calls for the Chief Executive Officer and administrative team.
• Read and analyze incoming memos, submissions and reports in order to plan distribution
• File and retrieve corporate documents, records and reports
• Conduct research, compile data, and prepare papers for consideration & presentation on key areas of the clinic, including marketing, analyzing trends in FQHCs, homelessness, healthcare, and similar services in our community
• Work directly with Chief Executive Officer's direct report admin team to ensure that members are on-point in producing deliverables in a timely manner
• Strategic partnership with the Chief Executive Officer and admin team to proactively solve complex problems and business related issues
• Manage and maintain Chief Executive Officer's calendar
• Make travel and meeting arrangements
• Prepare invoices, expense reports, memos, letters, financial statements and other documents
• Track and maintain records of all approved purchase orders and contracts
• Compile, transcribe, distribute minutes of meetings and follow up on action items from those meetings
• Prepare responses to correspondence containing routine inquiries
• Perform general office duties such as ordering supplies, maintaining records and basic bookkeeping work
• Assist management with tracking expenses and administration of corporate credit cards
• Provide superior customer service
• Maintain the highest standards of professionalism when interacting with fellow team members, management, vendors, funders, board members, patients, visitors, and key stakeholders
• Operate office machinery (i.e., computer, copy machine, fax machine)
• Prepare mail and shipments for pick-up or delivery
• Schedule conference calls
• Maintain master calendar schedule for in-house meetings
• Order food for Hurtt Board Meetings and call Board members for RSVP
• Coordinate special projects, as requested
• Support Compliance with tracking CME and other courses
• Perform other duties as assigned. These duties are not exclusive and with consideration of the job requirements and employee skills, this job description can be added to or taken away from at the discretion of the employee's immediate supervisor.
  
  

What You'll Bring

Minimum Qualifications

• High School diploma, GED, or equivalent
• At least 5 years of experience of experience supporting administrative functions at the executive level
• Excellent calendar management skills, including the coordination of complex executive meetings and experience in scheduling travel arrangements for management
• Knowledge of administrative and clerical procedures such as word processing, managing files & records, designing forms and office procedures & terminology
• Knowledge of the structure and content of the English language, including the meaning and spelling of words, rules of composition and grammar, proofreading and letter writing
• Knowledge of principles and processes for providing customer and personal services
• Ability to prioritize, focus, set, and accomplish goals
• Ability and judgment to handle confidential and sensitive information with discretion and tact. High level of professionalism and confidentiality
• Excellent time management, including the ability to organize and manage multiple priorities. Must be able to demonstrate multi-tasking skills in a high stress environment while working with multiple managers
• Knowledge of Windows based Microsoft Office software (Word, Excel, Outlook, PowerPoint, Internet Explorer), hands-on PC compatible computer knowledge, understanding, and skill; Proficiency with basic typing (40 wpm)
• Communicate professionally to all patients, staff, management, volunteers and visitors at all times treating people with dignity, respect, compassion and integrity at all times
• Detail oriented, self-motivated, and flexible with the ability to work individually or as a team