Executive Administrative Assistant and Board Liaison

2 months ago

Huntington Park, United States UMMA Community Clinic Full time
Job DescriptionJob DescriptionStarting salaries are set in accordance with our compensation plan, which considers multiple individual and organizational factors, including internal equity. To uphold pay equity in alignment with the compensation plan, starting salary ranges are not negotiable. Before applying, please ensure that the compensation for this position meets your needs.

$5k Retention Bonus for candidate hired with previous FQHC Executive Assistant experience


SUMMARY

The Executive Administrative Assistant & Board Liaison is responsible for providing diverse, complex, and confidential administrative and clerical support to the President/Chief Executive Officer and serve on behalf of the CEO as liaison to the Board of Directors, business associates and staff.

The incumbent is responsible for:


  • Coordinating on behalf of the CEO with a variety of development related activities and special events with the development department, volunteer management, mailings, and maintaining effective working relationships with donors, volunteers, government and foundation representatives and others.
  • Aiding with human resources functions including recruitment, onboarding, reference checking, file maintenance, and coordinating staff events.
  • Coordinating office functions including keeping up with office supply inventory and negotiating with set vendors.
  • Displaying engaging interpersonal skills including the ability to think and act strategically, while providing sound judgment and a positive and energetic attitude.
  • Assisting with continued compliance and coordinating federal audits


ESSENTIAL DUTIES

CEO and Governance Administrative Support

Performs administrative functions in support of the Chief Executive Officer including preparing drafts of correspondence, presentations, spreadsheets and reports.

  • Arranges and coordinates meetings, teleconferences; plans travel itineraries, makes reservations, maintains calendar and manages schedule for Chief Executive Officer.
  • Assists the Chief Executive Officer with Board, senior management, staff, and community meeting information by preparing and distributing agendas, notices, minutes, reports, communication packets, presentations, and other documentation; attends meetings, including evening board meetings to ensure the meetings run as planned as well as take and transcribe minutes.
  • Provides for an organized CEO work environment by tracking and maintaining information/data.
  • Performs research and analysis of information; and coordinates/manages special projects as required.
  • Generates and/or gathers data and information to support report preparation; completes all reporting requirements of the position.

  • Maintains filing system and permanent files including Board and Committee files, bylaws, rules and regulations and administrative policies.
  • Prepares meeting logistics including ordering meals, booking conference rooms, setting up projector or video conferencing units.


Office Administrative Support

Assists HR department in recruitment activities for new job openings including developing job announcements, reviewing resumes, coordinating interviews between hiring manager and selected applicants.

  • Performs reference checks on applicant under consideration, as needed.
  • Helps coordinate internal staff training program.
  • Provides timely and proactive management of the organization’s office environment by maintaining, monitoring, updating and ordering office supply inventory.
  • Sets up staff meetings, maintains electronic staff calendars, and organizes team events.
  • Assists and liaisons with select vendors; maintains list/file of contracts and contracted services. Keeps a ‘tickler file’ for renewal and notifies senior management when renewal time is due
  • Serves as a resource for general administrative questions internally and externally (i.e. requesting and addressing letters of support).


60% Providing diverse, complex and confidential administrative and clerical support to the President/Chief Executive Officer and serve on behalf of the CEO as liaison to the Board of Directors, business associates and staff.

20% Coordinating on behalf of the CEO with a variety of development related activities and special events with the development department, volunteer management, mailings, and maintaining effective working relationships with donors, volunteers, government and foundation representatives and others.

10% Providing assistance with human resources functions including recruitment, onboarding, reference checking and file maintenance.

10% Coordinating office functions including keeping up with office supply inventory and negotiating with set vendors.

SECONDARY DUTIES
  • Cross-trains in other clerical duties throughout the clinic in order to fill in for absences/vacations.
  • Performs related duties as required.


QUALIFICATIONS/ POSITION REQUIREMENTS

These specifications are general guidelines based on the minimum experience normally considered essential to the satisfactory performance of this job. Individual abilities may result in some deviation from these guidelines.

  • Successful completion and acceptable results of post offer physical examination, drug screening, and criminal background check
  • Requirements for vaccinations and preventative testing: Influenza, TB, Covid-19


EDUCATION/EXPERIENCE / KNOWLEDGE:

To perform effectively in this position, the incumbent must have:

  • Bachelor’s degree, preferably in Public Health, Business Administration, or other related fields
  • 4+ years experience providing high level support to a chief or senior executive
  • Working knowledge of organizational policies and procedures
  • Strong clerical/administrative skills including personal computer skills (Microsoft Office software) and a working knowledge of contemporary general office methods.
  • Ability to maintain positive interpersonal relationships with a variety of people and work effectively with people of diverse cultures, ages and economic backgrounds
  • Demonstrated effective verbal and written communication skills with staff, Board members, vendors, medical providers, and members of the general public.
  • Ability to make routine decisions and determine proper action based on experience within the limits of policy and procedures.
  • Ability to maintain absolute discretion over highly sensitive executive information.
  • Effective organizational skills and the ability to handle multiple activities with changing priorities simultaneously.
  • Demonstrated skills in writing, spelling, grammar, editing and proofing; effective oral and listening communications skills.
  • Ability to assume responsibility for a wide variety of projects including researching and analyzing business information; and planning, coordinating and implementing meetings.

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