REPORTS TO: Executive Director and the CEO/President of the Board of Directors
GENERAL DESCRIPTION:
The Executive Assistant provides high-level administrative support to the IGA senior executives, managing a wide range of tasks to ensure the smooth operation of the executive office. Responsibilities include managing schedules, organizing meetings, preparing and maintaining meeting minutes, handling correspondence, preparing reports, and coordinating travel arrangements. The Executive Assistant also acts as a liaison between the executive and internal or external stakeholders, ensuring clear communication and timely completion of tasks. This role requires excellent organizational skills, discretion, and the ability to manage multiple priorities in a fast-paced environment. The Executive Assistant plays a critical role in enabling the executive to focus on strategic priorities by efficiently handling day-to-day administrative responsibilities.
Key Responsibilities:
1. Administrative Support:
Manage the Executive Director's calendar, including scheduling meetings, appointments, and travel arrangements.
Prepare and organize meeting materials, agendas, and presentations, ensuring the Executive Director is well-prepared for all engagements.
Handle incoming correspondence, including emails, phone calls, and mail, prioritizing and responding on behalf of the Executive Director as appropriate.
2. Communication and Liaison:
Serve as the primary point of contact between the Executive Director and internal/external stakeholders, ensuring clear and timely communication.
Draft, edit, and review correspondence, reports, and presentations for the Executive Director.
Facilitate communication between the Executive Director and the leadership team, board members, and other key individuals.
3. Project Coordination:
Assist the Executive Director with the coordination and execution of special projects, tracking progress and ensuring deadlines are met.
Support the Executive Director in managing organizational initiatives, including strategic planning and governance activities.
4. Meeting and Event Management:
Plan, organize, and coordinate executive-level meetings, including board meetings, leadership retreats, and other key events.
Record and distribute meeting minutes, follow up on action items, and ensure completion of tasks as directed by the Executive Director.
5. Document Management:
Maintain and organize confidential files, records, and documents related to the Executive offices.
Ensure all documents are accurate, up-to-date, and accessible when needed.
6. Office Management:
Oversee the general operations of the Executive Director's office, including managing office supplies, equipment, and resources.
Ensure the office environment is professional and conducive to productivity.
7. Financial and Budget Support:
Assist the Executive Director with budget preparation, expense tracking, and financial reporting.
Process invoices, reimbursements, and other financial documents as required.
8. Confidentiality and Discretion:
Handle sensitive information with the highest level of confidentiality and discretion.
Maintain a professional demeanor in all interactions, representing the Executive Director and the organization with integrity.
POSITION REQUIREMENTS:
1. Skills and Abilities
The Executive Assistant shall possess strong organizational and time management skills, excellent verbal and written communication abilities, proficiency in Microsoft Office Suite (Work, Excel, PowerPoint, Outlook) and other relevant software, ability to handle multiple priorities, work well under pressure, and possesses a high level of professionalism and confidentiality. Demonstrable understanding of and commitment to the mission and objectives of the organization.
2. Education
Bachelor's degree in business administration, Communications, or a related field is preferred.
3. Experience
Minimum of 5 years of experience in an executive assistant or senior administrative role, preferably in a healthcare or corporate environment.
4. Physical Demands
Will spend significant time communicating with others by phone and in person.
Will have a number of early morning and evening meetings.
Light physical effort (lift/carry up to 10 lbs.).
Mostly sedentary work.
Independent travel between clinic locations required.
Occasional travel out of town.
May be exposed to or occasionally exposed to patients.