Executive Assistant

About the role

The Executive Assistant provides high-level administrative support to the CEO and the Leadership Team to optimize their time, enabling them to focus on strategic business priorities. This support includes managing the CEO’s calendar, coordinating meetings, drafting correspondence, event planning, and facilitating smooth communication internally and externally. The Executive Assistant also supports the Board of Directors as needed and acts as liaison between the CEO and community partners, elected officials, etc.

Responsibilities

• Manage the CEO’s calendar and daily schedule, optimize time management, and ensure timely attendance at all commitments.
• Arrange travel and lodging accommodation for the CEO and other team members as needed, for timely attendance at off-site conferences and meetings.
• Prepare the necessary equipment, materials, and refreshments needed for meetings and/or events.
• Prepare hybrid or virtual meeting links as needed.
• Prepare agendas and take meeting minutes for monthly Board meetings, various committee meetings, and other meetings.
• Record meetings when authorized and store files securely in the designated location.
• Greet and direct guests of CCHC to the appropriate areas.
• Manage the booking of all CCHC conference rooms and meeting spaces.
• Manage internal and external communications for the CEO, including drafting emails, official letters, and memos.
• Draft documents such as MOUs, contracts, templates, letters of support, etc.
• Prepare reports and presentations for the CEO and Leadership Team members as needed.
• Screen, prioritize, and make professional phone calls on behalf of the CEO as well as taking detailed messages and routing incoming calls appropriately.
• Support CCHC’s grant writing process as needed by conducting research, assisting with drafts, proofreading, etc.
• Support CCHC’s marketing initiatives as needed by creating and/or proofreading marketing materials such as flyers, brochures, etc.
• Act as a liaison between the CEO and employees, vendors, community partners, and other key stakeholders.
• Assist with establishing and maintaining relationships with community partners and elected officials.
• Attend internal and external meetings on behalf of the CEO,