Executive Administrative Assistant

Job Description

Job Description

Summary

The Executive Assistant performs a variety of operational and administrative support services or the Chief Executive Officer (CEO) and the Administration of the Rural Health Medical Program, Inc. (RHMPI). The ideal candidate will have exceptional communication and organization skills including great attention to detail.

Education

Associates Degree with two or more years. Bachelor’s Degree preferred.

Experience

Previous work experience as an Administrative and/or health care experience required.

Licenses, Certification and/or Registrations

Not Applicable

Behavioral Responsibilities

1. Utilizes appropriate communication and displays compassion in exceeding customer expectations.
2. Applies the principle of teamwork and quality to job responsibilities and includes customer satisfaction goals.
3. Demonstrate integrity and responsibilities related to organization operations, safety, and education.

Duties & Responsibilities

1. Provides support for a variety of RHMPI programs and activities as directed by the RHMPI CEO, including maintenance of program resources, creation and/or maintenance program related documents, contracts, spreadsheets, monitoring deadlines, and completion of related reports.
2. Schedules meetings and conference calls, creates calendar appointments, and provides daily support for the CEO.
3. Plans, prepares, and handles administrative aspects related to RHMPI board meetings. Finance Committee meetings, and other organization-related meetings, including ordering food and reserving meeting space.
4. Records and transcribes minutes at RHMPI board and other organization-related meetings as needed, and manages follow-up tasks from these meetings.
5. Assist in managing WebEx, conference calling, AV equipment other related systems for RHMPI programs.
6. Maintains office filing systems of correspondence, forms, reports, and other materials, including electronic data and report files.
7. Handles travel and conference arrangements for RHMPI Administration.
8. Manages expense reimbursements for the CEO.
9. May assist with coordinating, compiling, and proofing grant proposals and submitting progress reports as required.
10. Plans, schedules, and participates in meetings and conference calls as needed.
11. Provides telephone support, mail and fax distribution, copying, and printing for staff as needed. Receives and screens telephone calls and visitors.
12. Assist with assuring all office equipment is operational. Office equipment includes (but is not limited to): copier, fax, and all kitchen appliances.
13. Work with the Strategic Initiative Team in coordinating outreach activities
14. Follows up on contact made by the CEO and supports the cultivation of ongoing relationships.
15. Actively participates on teams as determined appropriate.
16. Assists with planning, updating, and vendor management regarding company profiles.
17. Assists with coordinating staff meetings.
18. Assist with contractual agreements.
19. Assist in tracking information for grants and vendors.
20. Assists with office space expansion planning and office moves.
21. Provides high-quality customer service and hospitality to RHMPI members, partners, and the general public.
22. Assist with assuring the office is maintained and repairs are made promptly. Serve as liaison with phone, fax, copier contractors, notifying contractors of problems and arranging for maintenance and repairs.
23. Format information for internal and external communication – memos, emails, presentations, reports.
24. Assist the Office Manager in his/her absence in mail tracking.
25. Assure backup for phones, mail, etc. before any scheduled absences from the office.
26. Coordinates and mails correspondences to vendors per the request of the CEO.
27. Collaborate with team members to execute marketing campaigns by brainstorming sessions for internal and external projects.
28. Meet with clients to plan and implement marketing campaigns for brand building and aligning with overall company goals.
29. Assist in coordinating public relations and outreach initiatives, including media releases, and company announcements.
30. Participates in Patient-Centered Medical Home Care Team collaboration to promote and nurture the culture and infrastructure that makes PCMH successful.
31. Performs additional duties as assigned by immediate supervisor’s approval.

Working Conditions

This position requires manual and finger dexterity and eye-hand coordination for easy and skillful use of hands when working with and performing normal office duties and responsibilities. The employee is required to stand, walk, sit, climb, balance, stoop, crouch, kneel, and reach with hands and arms frequently. Good listening skills are necessary to receive detailed information via oral and or written communication(s) and to make objective nondiscrimination decisions. Visual acuity is needed to assess color changes, to verify accuracy of written materials, and to accurately prepare and administer medications.

Language Skills/Specialized Skills

1. Ability to read, speak effectively, analyze, and interpret documents.
2. Ability to prioritize multiple tasks, work independently, and learn new skills
3. Ability to work with minimal supervision and maximum accountability
4. Attention to detail and strong organizational skills
5. Demonstrate ability to work with customer/client groups and/or experience within the organization
6. Relate well to the public and staff
7. Pleasant manner in telephone and personal contacts
8. Professional demeanor
9. Strong written/verbal communication and problem-solving skills
10. Ability to work as a team member and work effectively with diverse people
11. Demonstrate awareness of and value for the inclusion of cultural competence in task implementation
12. Ability to travel to RHMPI meetings as necessary
13. Physical ability to stoop, kneel, bend, and use basic office equipment, including a computer
14. Proficiency in MS Office, including Word, Excel, Outlook, and Internet
15. Must be flexible, self-motivated, and able to prioritize multiple tasks and carry a heavy and diverse workload.
16. Fluency in written and spoken English.
17. The ideal Executive Assistant will display sound judgment, relate well to the public and staff, have a professional demeanor, prioritize employee and customer satisfaction, and be well organized.

Computer Skills

Proficient in document creation and utilization of specific computer programs including Microsoft Office (Word, Outlook, Excel, PowerPoint, and Publisher) and other tools such as Canva, Prezi, and Poster my Call, Electronic Health Records, Population Health Management Systems. Proficient in software implementations and management preferred. *