Executive Assistant

1 month ago

Portsmouth, United States Compass Community Health Full time
Job DescriptionJob Description

Position Title: Executive Assistant

Supervisor: CEO

Department: Compass Community Health

Work Location: Coles Blvd.

Supervises: Not Applicable

Date Effective: 2/2023

JOB SUMMARY

The Executive Assistant is responsible for office management functions of the CEO and the coordinator and implementation of project management responsibilities with the senior leadership team.

ESSENTIAL FUNCTIONS

Essential functions are duties, which are essential or primary to the position or the reason the position exists. An individual must be able to perform the essential functions of the position with or without reasonable accommodation.

  1. Upholds the mission, values, and principals of the organization and ensures all business activities are consistent with these principals.
  2. Provides advanced administrative and secretarial support to the senior leadership team.
  3. Provides support to Board of Directors including but not limited to performing clerical tasks, and maintaining all documentation related to Board activities.
  4. Undertakes project management responsibilities with coordination and leadership of special projects as assigned by the CEO and senior leadership team.
  5. Assists CEO in maintaining and administering accurate and up-to-date policies and procedures, protocols in accordance with organization, state, and federal regulations.
  6. Positively represents the organization through appropriate interaction, personal appearance, and attitude.
  7. Schedules meetings, answers phones and coordinates committee meetings, prepares agendas/presentations, takes notes at meetings, and prepares meeting minutes.
  8. Resolves administrative problems by analyzing information and identifying and communicating solutions.
  9. Accomplishes department and organization mission by completing related tasks and projects as needed.
  10. Coordinate project management activities, resources, equipment, and information.
  11. Create and maintain comprehensive project documentation, plans, and reports.

SECONDARY FUNCTIONS

Secondary functions are duties, which are not exclusive of the position, can be performed by other positions; however, secondary duties are to be performed for the efficiency of Compass Community Health.

  1. Assists with office tasks as needed.
  2. Performs any other duties as assigned by the CEO.
  3. Establish and maintain effective working relationships with diverse individuals including patients, family members, and other providers.
  4. Explain to stakeholders the roles and responsibilities of each team member and how they work together to provide services.
  5. Maintains knowledge of all workflows to assist in onboarding and training new employees.
  6. Assists in ordering and maintaining supplies with the approval of the CEO.
  7. Remain fluent in terminology pertaining to a healthcare/FQHC setting.
  8. In the absence of the CEO, works with person(s) in charge and using knowledge of the typical office workflow, refers matters to appropriate area for attention.
  9. Foster and value diversity in terms of the composition of the team members in all roles.

COMPETENCIES

  1. Knowledge/skill regarding health care/FQHC practices.
  2. Effective communication and interpersonal skills with public and co-workers.
  3. Demonstrates appropriate understanding of working with confidential material and situations.
  4. Strong technical skills using a variety of current word processing, database, presentation, and spreadsheet software. Ability to transcribe or take notes accurately, prepare complete summary from notes, prepare complex tables, forms and production ready correspondence.

MINIMUM OUALIFICATIONS, INCLUDING TRAINING AND EXPERIENCE

  1. Associate degree in administrative assistance, business technology, or a related field preferred. Three to five years of progressively responsible work experience in advanced administrative assistant and/or executive secretarial capacity.
  2. Prior experience working in family health care/FQHC environment preferred.

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