Executive Assistant

POSITION: Executive Assistant
DEPARTMENT: The C.W. Williams Community Health Center, Inc.
REPORT TO: Chief Executive Officer
COORDINATES WITH: All Staff and Community Members at Large
The ideal candidate will be experienced in handling a wide range of administrative and executive support related tasks and will be able to work independently with minimal supervision. This person must be exceedingly well organized, flexible and enjoy the administrative challenges of supporting a small office of diverse people and programs.
The ability to interact with staff (at all levels) in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality is crucial to this role. Expert level written and verbal communication skills, strong decision-making ability, good judgment and attention to detail are equally important.
DUTIES AND RESPONSIBILITIES
1. Safeguards all patient medical records and proprietary information.
2. Always maintains a high level of confidentiality and professionalism.
3. Experience scheduling travel arrangements for management.
4. Pleasant personality, good oral communication skills and being organized.
5. PRESENTATION- to remain compliant in accordance with the agency’s guidelines and maintain good grooming and hygiene.
6. Answer phones and direct all incoming calls to appropriate party promptly and efficiently.
7. Be responsible for heavy calendar management, requiring interaction with both internal and external executives and assistants, as well as consultants, to coordinate a variety of complex executive meetings.
8. Communicate and handle incoming and outgoing electronic communications on behalf of the CEO.
9. Assist CEO with preparation of presentation materials.
10. Review and summarize miscellaneous reports and documents; prepare background documents and outgoing mail as necessary.
11. Prioritize and manage multiple projects simultaneously and follow through on issues in a timely manner.
12. Arrange travel schedule and reservations for executive management as needed
13. Work closely with the CEO to coordinate and launch hard copy or email campaigns to consultants, clients and potential patients.
14. Take minutes for all meetings established by CEO. Edit and distribute minutes in a timely manner.

REQUIREMENTS AND QUALIFICATIONS
• 5+ years of experience supporting at the executive level.
• Excellent calendar management skills, including the coordination of complex executive meetings.
• Experience assisting management with the creation of PowerPoint presentations.
• Strong knowledge of MS Office, including Word, Excel, PowerPoint and Outlook.
• Bachelor’s degree preferred.
• Bilingual/multilingual capabilities preferred.
PHYSICAL DEMANDS/WORKING CONDITIONS:
The office and area may occasionally become crowded; Requires, bending, sitting lifting; Must be able to tolerate screaming, crying and other hysterical behavior by patients; Position exposed to Bloodborne Pathogens including HIV and Hepatitis; All clinical staff is encouraged to receive the Hepatitis B Vaccinations (offered by CWWCHC free of charge) and Tetanus Toxiod; Prolonged exposure to computer screen, be aware of carpal tunnel syndrome; Must be able to stand long periods of time and may have to lift boxes of approximately 10-15 pounds.
SUPERVISION RECEIVED
CEO or CEO designee as needed.
SUPERVISION GIVEN
Students, Interns, Volunteers and Maintenance staff or anyone assigned by the site administrator
INTERPERSONAL CONTACTS:
Position requires interaction with patients, families, social workers, physicians, mid-level providers, referral clerks, nursing staff, front office staff, service companies, community members at large and others.
RESPONSIBILITY FOR CONFIDENTIAL MATTERS:
Position is exposed to confidential patient information, correspondence and reports. All staff is expected to adhere to the Center’s confidentiality policy as stated in the Policy and Procedure Manual.
EFFECT OF ERRORS
Errors could expose the Center to liability, embarrassment and loss of revenue.
HOURS OF WORK
40 hours minimum and as needed.
SALARY RANGE
As specified in the Notice of Hire