| Position Summary:
Reporting directly to the President and CEO, the Executive Assistant to the President/CEO provides executive, administrative, and development support to the President and Board of Directors, as well as the Senior Leadership Team (SLT) and HR. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the President. The Executive Assistant serves as a liaison to the Board of Directors and senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects.
Minimum Qualifications:
- Bachelor’s degree required.
- 5+ years of related experience required in working in an executive assistant role supporting C-Level executives.
- Advanced Proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint)
- Ability to communicate effectively and professionally.
- Flexible hours as dictated by the needs of business for projects and meetings.
- Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
Job Responsibilities:
Executive Support
- Assists the President/CEO with daily administrative duties and completes a broad variety of administrative tasks that include managing an active calendar of appointments; completing expense reports; composing and preparing correspondence; arranging complex and detailed travel plans, itineraries and agendas and compiling documents for meetings.
- Communicates with the general staff on the President/CEO’s behalf and coordinates logistics with high-level meetings both internally and externally. Coordinates meetings and strategic activities with the SLT and members of NCCHCA.
- Communicates directly and on behalf of the President/CEO with Board members, donors, foundation staff, and others on matters related to programmatic initiatives as directed.
- Conducts research on prospective corporate and foundation donors to identify and evaluate current needs and assembles materials needed for the proposals.
- Drafts reports, letters of support, proposals; prepares and coordinates oral and written communication with donors and prospects.
- Supports President/CEO in his/her external commitments related to NCCHCA, including service on external boards, committees, and other groups.
- Processes NCCHCA’s memberships.
Board Support and Liaison
- Serves as the President’s administrative liaison to the Board of Directors and manages Board activities, which include coordinating semi-annual Board meetings and CEO Forum; semi-annual Board staff lunches/receptions/new Board member orientations; arranging hotel accommodations for out-of-town Board members; processing travel reimbursement requests; and compiling, assembling, and distributing Board meeting materials.
- Coordinates Executive, Board of Directors, Finance, and Nominating Committee meetings, maintains confidential files and contact information; coordinates meetings, conferences, and committees both on and off site to support the President’s agenda.
- Maintains Board portal.
Management Liaison
- Participates as an adjunct member of the SLT including assisting in scheduling, attending meetings. Represents the President in designated meetings as required.
- Assists in coordinating the agenda of senior management team meetings. Prepares an account of the meetings and designates and follows up on assigned action items.
Secondary Responsibilities:
- Performs other duties as assigned.
- Oversees the training and support of NCCHCA’s Program Assistants.
- Provide assistance as needed to front desk operations to include but is not limited to, answering phones, accepting packages and other deliveries, lunchtime relief, and greeting and signing in visitors/guests.
Accountabilities:
- Position reports to the President/CEO and works directly with the Board of Directors.
- Works directly with the Board of Executives and Finance Committees.
- Works directly with senior level staff and HR both internally and externally.
Knowledge, Skills, and Abilities:
- Strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners, and donors.
- Previous experience working with development and fundraising programs to increase donor contributions and funding sources.
- Proficiency in Windows, including MS Word, EXCEL, and PowerPoint; fund-raising data management systems knowledge helpful.
- Ability to learn new software such as Qualtrics, Doodle polls and Board Effect board portal.
- Ability to conduct research and present data in a succinct and well-written manner.
- Ability to work independently and with professional discretion.
- Excellent writing, editing, grammatical, organizational, and research skills.
- Ability to work with a broad range of people including major sponsors, Board members, foundation staff, colleagues of the president/CEO and staff, and others.
- Excellent management, time-management, and problem-solving skills.
Characteristics:
- Business sense – has a strong business sense and can decipher priorities and make sound judgment calls when needed.
- Commitment to excellence – perform duties at the highest level possible on a consistent basis.
- Excellent communicator – able to interact with people of all levels in a confident, professional manner.
- Demonstrate ability and temperament to work with sensitive information.
- Team player – have team-oriented experience and approach.
- Service focus – dedicated to meeting the expectations of the CEO and other senior executives by maintaining effective relationships with interested parties.
- Ability to think outside of the box with a sense of urgency.
- Able to adapt to changing circumstances easily and to remain flexible at all times.
- Able to work quickly and efficiently while focusing on quality of work.
Physical Demands:
Certain jobs at North Carolina Community Health Center Association may include essential job functions that require specific physical and/or mental abilities. Additional information and provision for requests for reasonable accommodation will be provided by each hiring department.
Work Environment:
Typical office environment and infrequent travel to various locations through the state including health centers, conferences, etc.
The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties and skills required of the position. All employees may have other duties assigned at any time |
