Executive Assistant

Summary

The Executive Assistant provides a variety of support (clerical, receptionist, and secretarial) to the Chief Executive Officer, and Board of Directors and leadership, under the direction of the CEO.

Essential Functions/Roles & Responsibilities

• Assists in administrative support including but not limited to: general correspondence, answering phones, taking messages, scheduling, copying, filing, purchase requisitions, credit card reconciliation and coordination of ordering supplies.
• Assists the Chief Executive Officer in providing support to activities of the Board of Directors.
• Maintains the records, files and resources of the Board of Directors.
• Sustains external liaison with local, state and federal organizations, and officials in non-clinical affairs.
• Aids in business travel arrangements for the Board of Directors and Chief Executive Officer.
• Organizes and maintains corporate and administrative documents, information, and records.
• Maintains changes with appropriate state and federal agencies related to the Articles of Incorporation, Bylaws, and associated amendments.
• Maintains awareness of information and responds appropriately to information received by PCHS regarding participating in state and federal collaborations, available funding and technical assistance, and management training programs.
• Participates and assists in creating and preparing for special events and projects.
• Consistent attendance and punctuality are required at work events as set by the Chief Executive Officer.
• Daily open, sort, and deliver mail.
• Greet all at admin front desk in a professional manner, ascertain their needs, and follow through with the appropriate action or direction.
• Support/teach staff in the use of office equipment and procedures for scheduling rooms.
• Maintains meeting room calendars and agency wide calendars and assists in updating the Intranet information.
• Coordinates the CEO’s schedule.
• Aids in organizing meetings, including but not limited to meal preparation, securing venues, posting of agenda, public notices, general timekeeping.
• Provides high level administrative support to the officers (CEO, CMO, CFO, COO and CCO).
• Conducts policy, program and grant research and literature review and analyzes and summarizes information, providing the information and recommendations to the CEO.
• Aids CEO, CMO, COO, CFO, CCO and other managerial staff in preparing materials needed to ensure adequate implementation and monitoring of HRSA and other state and federal regulatory bodies as required, including maintaining Board quality assurance reports and other monitoring activities.
• Acts as a 'gatekeeper' for CEO incoming demands.
• Collections, analyzes and prepares administrative reports for CEO and BOD.
• Provide Notary Public services to PCHS.

Position Requirements

• Education: High School graduation or GED required. Associate’s degree or graduation from vocational school or higher preferred.
• Licenses: No license required. Notary Public required after position is accepted.
• Experience: 5-10 years Executive or Admin Assistant experience preferred.
• Other: Must pass drug test and State required background check.

Benefits

• Medical
• Dental
• Vision
• PTO
• Floating holiday
• Paid holidays
• 403B
• Short/Long term disability
• Life insurance
• AD&D
• Volunteer time
• Bereavement time