Executive Assistant

About the role

The Executive Assistant (EA) to the CEO is a key member of Fourth Street Clinic’s leadership support team. This position provides high-level administrative support to the CEO and other members of the Executive Leadership team.

Responsibilities

• Provide comprehensive administrative support to the CEO, including calendar management, meeting coordination, correspondence/communications, and presentations.
• Cook up Board of Directors and committee activities, including scheduling meetings, preparing and distributing agendas and materials, recording and distributing meeting minutes, and maintaining official board records.
• Serve as a primary administrative point of contact for Board members and facilitate timely, professional communication.
• Cook up logistics for Board and committee meetings, including room setup, technology, materials, and meals or refreshments as needed.
• Support governance requirements by maintaining accurate documentation and assisting with annual and ongoing Board processes.
• Schedule and coordinate executive meetings, interviews, events, conferences, and appointments.
• Arrange executive travel and lodging, including conference registration and itinerary preparation.
• Monitor executive calendars, identify potential conflicts, and proactively adjust schedules to support effective use of leadership time.
• Cook up contract execution and other items requiring CEO signature with members of the leadership team.
• Facilitate communication and follow-up across departments on executive priorities and organizational initiatives.
• Draft and edit professional correspondence, emails, meeting materials, and internal communications as requested.
• Help ensure information, decisions, and action items are communicated clearly to appropriate stakeholders.

Administrative Operations & Office Management

• Coordinate day-to-day administrative functions that support an organized, efficient clinic office environment.
• Create, organize, and maintain accurate administrative records and electronic filing systems, including maintaining accurate contract files.
• Provide general office support, including mail distribution, fax management, copying, document preparation, and other administrative tasks.
• Maintain office supply inventory and order supplies and administrative materials as needed.

Confidentiality & Professional Judgment

• Handle sensitive and confidential information with discretion and maintain appropriate confidentiality in all interactions and records.
• Use independent judgment to prioritize work, resolve routine administrative issues, manage executive schedules, and determine when matters should be escalated to executive leadership.
• Serve as a trusted administrative partner to the CEO and executive leadership team.

Additional Responsibilities

• Support special projects, organizational initiatives, and other priorities as assigned by executive leadership.
• Perform other duties as assigned to support executive leadership and organizational needs.

Leadership and Workplace Culture

• Contribute to a respectful, inclusive, and collaborative workplace that supports the organization’s mission, values, and commitment to the community.
• Build effective working relationships across clinical, administrative, and support teams through clear communication, reliability, and mutual respect.
• Demonstrate accountability for commitments, follow through on assignments, and contribute to shared organizational goals.
• Approach differences, concerns, and workplace challenges with professionalism, cultural humility, and a constructive problem-solving mindset.
• Adapt to changing priorities and operational needs while maintaining organization, responsiveness, and appropriate professional boundaries.
• Support a culture of compassion, equity, service, and respect for patients, staff, Board members, community partners, and other stakeholders.
• Represent the executive office and organization with integrity, sound judgment, and consistency with organizational values.

Qualifications

• 3+ years of experience as an Executive Assistant, Office Manager, or similar administrative support role.
• Strong organizational, time-management, and multitasking skills with consistent attention to detail.
• Ability to anticipate needs, take initiative, and solve problems independently.
• Excellent written and verbal communication skills.
• High proficiency with Microsoft Office, Google Workspace, Zoom, and task/project management tools.
• Demonstrated ability to maintain confidentiality and exercise sound judgment.
• Commitment to the mission and values of Fourth Street Clinic.

Preferred

• Experience working in a nonprofit, healthcare, community health, or social service setting.
• Experience supporting a Board of Directors or other governing body.
• Bachelor’s degree in Business Administration, Nonprofit Management, Communications, or a related field.