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Executive Administrative Assistant

4 months ago

Saint Louis, United States CareSTL Health Full time
Job DescriptionJob Description

CareSTL Health seeks a full-time Executive Administrative Assistant to support the Chief Executive Officer as well as the Board of Directors by performing complex administrative activities requiring independent initiative and excellent judgment. This position coordinates all public relations activities for the organization, as well as ensures that customer service is delivered in an effective and quality manner.

ESSENTIAL FUNCTIONS:

The following information is considered the definition of essential functions but does not restrict the tasks that may be assigned. The Executive Administrator may be reassigned duties and responsibilities at any time due to reasonable accommodation or other staffing reasons.


  • Manage CEO office by providing administrative support to the Board of Directors, Officers, and major funders (HRSA, Regional Health Commission, Medicaid, and Medicare)
  • Manage CEO calendar, make travel arrangements, and prepare travel itineraries for the CEO and Board of Directors.
  • Coordinating the scheduling and logistics for CARESTL HEALTH's Board meetings and board-related committee meetings in conjunction with administrative support staff.
  • Taking and preparing minutes and notes for CARESTL HEALTH's Board and Executive Committee meetings and other meetings, as needed.
  • Providing administrative assistance, such as writing and editing e-mails, drafting memos, and preparing communications on the executive's behalf

OTHER DUTIES AS ASSIGNED:

  • Plans, coordinates, and implements the annual Board of Directors Retreat.
  • Maintaining CEO and Board correspondence files and ensuring that files and records are readily available for staff usage
  • Assist in the development of the corporate Annual Report for the organization.
  • Be responsible for coordinating annual 330 Federal Grant preparations and HRSA site review activities.
  • Prioritizes and routes incoming mail and documents.
  • Prepares all correspondence, reports, and grants for the CEO.
  • Prepares agenda and records minutes for the General Staff Meetings and other CEO
  • meetings/events
  • Orders flowers for deaths, births, and special events on behalf of the health center.
  • Assists with grant development and writing as assigned by the CEO.
  • Participates in the organization's Leadership meetings.
  • Keeping abreast of important health-related policy issues on the local, state, and federal level
  • Maintaining comprehensive and accurate records
  • Performing minor accounting duties

JOB REQUIREMENTS AND QUALIFICATIONS:

Education:

  • High School Degree or GED required
  • Associates Degree preferred
  • Bachelor's Degree highly desirable

Experience:

  • Minimum years of experience based on degree level
    • High School Diploma or GED-A minimum of 10 years of experience required
    • Associate's Degree-A minimum of 8 years of experience required
    • Bachelor's Degree-A minimum of 6 years of experience required
  • A minimum of 3 years of experience working with executives required

Knowledge, Skills, and Abilities:

  • Must be able to maintain confidentiality
  • Must be able to type accurately at least 45 WPM
  • Basic computer skills in MS Office Suite.
  • In-depth knowledge of office procedures, including, but not necessarily limited to, the ability to use copy, fax, and multi-line phone systems
  • Must be able to handle all tasks assigned with accuracy, tact, confidentiality, and courtesy
  • Must be able to follow oral and written instructions
  • Strong verbal and written communication skills

Transportation Requirement:

  • Must have Reliable Transportation

Additional Information:

Clinic hours are Monday - Friday 8 a.m. to 5 p.m.
11 paid holidays per year.
Full benefits package.
Public Service Loan Forgiveness.


*We believe that health care is right and not a privilege. At CARESTL HEALTH we are an equal opportunity employer healthcare center. All applicants will be considered for employment without attention to race, color, sex, national origin, religion, veteran, or disability status.*