Executive Assistant

 POSITION SUMMARY:

 

The Executive Assistant creates time efficiencies and manages the schedules for the senior leader team at Equitas Health. The person in this position also promotes the corporate image by representing senior leaders internally and externally; providing liaison between executives, employees and stakeholders. The Executive Assistant works closely with senior leaders to assist with the operational functions of the agency.

Grade 7: $58,700-$73,300

ESSENTIAL JOB FUNCTIONS:
Essential functions of the job include, but are not limited to calendar management, drafting correspondence, typing, filing, organizing, utilizing a computer for data entry, utilizing a telephone, conducting research, data collection, data management, attending meetings and presentation development.

MAJOR AREAS OF RESPONSIBILITIES:

·        Represent senior leadership by welcoming visitors, reviewing correspondence; answering questions and coordinating meeting requests directed to senior leadership.

·        Coordinate and manage complex senior leadership calendars, acting as gatekeeper in determining which events require their presence, scheduling commitments to maximize productivity and efficiency, and assuring appropriate time is scheduled to complete work tasks.

·        Respond to inquiries with a sense of urgency and remain solution-focused, ensuring meetings are scheduled promptly  and ensuring executive and other stakeholders are informed about issues that arise during the day

·        Assist all senior leaders, as assigned.

·        Perform Office Manager duties as needed, including being primary point of contact for office-related employee needs, and acting as liaison between Equitas Health and building management.

·        Manage incoming telephone and virtual messaging communications including taking messages, arranging callbacks, providing backup materials for callbacks, and prioritizing and triaging calls to executive leadership, or transferring inquiries to other Equitas Health leaders.

·        Plan corporate functions, arrange dinners, schedule venue logistics and travel accommodations, as needed. 

·        Arrange executive’s domestic travel accommodations and itineraries, as needed.

• Complete projects and special assignments by deadlines through establishing objectives; determining priorities; managing time; gaining cooperation of others; monitoring progress; problem-solving; making adjustments to plans, and following up on delegated tasks.
• Prepare and complete expense reports and time sheets.
• Manage incoming and outgoing mail, and arrange essential mail in priority action order.
• Write and edit emails, prepare professional memos, reports, presentation materials, and draft other communications on the executive’s behalf, as needed.
• Provide administrative and logistical meeting support, including agenda development, timely distribution of meeting communications and materials, drafting of minutes, and tracking of action items.
• Prioritize and manage multiple projects simultaneously and follow through on issues in a timely manner.
• Provide follow-up and follow-through on senior leadership actions to advance the efficiency and effectiveness of the office.
• Plan and orchestrate work to ensure that executives’ priorities are met, organizational goals are achieved, and best practices are upheld. 
• Demonstrate unconditional positive regard to employees, clients, patients, volunteers, donors, and funders and conduct all aspects of job responsibilities with a focus on exceptional customer service
• Assist leadership with interactions with the Equitas Health Board of Directors, as assigned.
• Assist other direct reports of senior leadership with administrative duties, as assigned.
• Maintain professionalism and strict confidentiality with all materials.  
• Demonstrate continual learning of job competencies.
• Assist with all other duties as assigned.

EDUCATION/LICENSURE:

• Minimum of Associates Degree or some college/significant experience, bachelor’s degree preferred; OR two years of equivalent work experience

Knowledge, Skills, Abilities and other Qualifications:

• Two or more years professional administrative/executive assistant experience
• Excellent calendar management skills, including the coordination of complex executive meetings
• Strong oral and written communications abilities, including drafting correspondence, proofreading, and ability to interact with staff at all levels
• Ability to work independently with little or no supervision
• Strong time-management skills, be exceedingly well organized, and have the ability to manage multiple projects and tasks.
• Superb typing and database entry skills (computer skills testing will be administered), along with good communication and writing skills.
• Experience and proficiency with a range of computer software and platforms, including MS Outlook, Word, Excel, PowerPoint, MS Teams or other virtual meeting platforms
• Supervisory experience preferred
• Must share the organization’s mission, ethical standards, and values, including commitment to diversity, inclusiveness, and nondiscrimination
• Adherence to strict HIPAA and other confidentiality policies
• Reliable transportation, driver’s license and proof of auto insurance required

 

OTHER INFORMATION:

Background and reference checks will be conducted. In accordance with Equitas Health’s Drug-Free Workplace Policy, pre-employment drug testing will be administered.  Hours may vary, including working some evenings and weekends based on workload.  Individuals are not considered applicants until they have been asked to visit for an interview and at that time complete an application for employment.  Completing the application does not guarantee employment. EOE/AA

 

                                     

 

ORGANIZATION INFORMATION:

Established in 1984, Equitas Health is a regional not-for-profit community-based healthcare system and federally qualified community health center look-alike. Its expanded mission has made it one of the nation’s largest HIV/AIDS, lesbian, gay, bisexual, transgender, and queer/questioning (LGBTQ+) healthcare organizations. With 22 offices in 12 cities, it serves more than 67,000 individuals in Ohio, Kentucky, and West Virginia each year through its diverse healthcare and social service delivery system focused around: primary and specialized medical care, retail pharmacy, dental, behavioral health, HIV/STI prevention, advocacy, and community health initiatives.