Executive Assistant

2 weeks ago

Concord, United States HEALTHTRUST, INC Full time

This is highly responsible and advanced administrative support position of a comprehensive, complex, and confidential nature, requiring the exercise of judgment and initiative.

Work involves administrative assistance and the performance of detailed, varied, multifaceted administrative support activities as well as overseeing and ensuring compliance with a myriad of legal requirements of the organization, including Right-toKnow and Open Meeting Laws. The Employee manages the organization’s day-to-day relationship with individual Board Members and supports the Executive Director and the organization’s attorneys in overseeing regulatory compliance and staff communications. This position is responsible for planning and support of important events including Board meetings, staff events, and off-site retreats.

The employee plays a key independent role in special, involved, and detailed projects. Extensive contact, often of a non-standard nature, will occur with public officials in Member Groups, HealthTrust employees, and the HealthTrust Board of Directors. The employee exercises initiative, resourcefulness, judgment and tact in answering inquiries and determining correct courses of action based on knowledge of organizational operations in order to assure responsive service to the Executive Director, Member Groups, and the HealthTrust Board of Directors. Employee must have high level interpersonal skills to handle sensitive and confidential situations. Position continually requires demonstrated poise, professionalism, and diplomacy. Essential Duties & Responsibilities (List the job’s essential/most important duties)

1. Works with the Executive Director and members of the Leadership Team in preparing for meetings of the HealthTrust Board of Directors and other Board Committees. In consultation with the Executive Director, prepare agendas and other materials for the HealthTrust Board of Directors and other committee meetings. Plan and oversee arrangements for such meetings. Prepare and maintain records and minutes of all Board and Board committee meetings in compliance with New Hampshire public record laws. Work with General Counsel, CFO and Executive Director to finalize all meeting minutes. Responsible for compliance with New Hampshire Open Meeting Law notice requirements. Attends Board and Board Committee Meetings and is one of the few positions that remains present for confidential and non-public sessions. Maintains strict confidentiality.

2. Primary organizational contact for Board Members. Assess needs of individual Board Members and ensure such needs are met including the identification and provision of substantive background and/or responsive material. Arrange for Board Member attendance at meetings and conferences. Manages and responsible for all required Board member filings, including legal filings. Organize new board member trainings and maintains Board training manuals and materials.

3. Assist the Executive Director and General Counsel in responding to Right-to-Know Law requests, including identification and preparation of responsive material for review by Executive Director and General Counsel. Work with General Counsel to ensure all confidential and privileged information contained in such documents are properly redacted. Log and track all Right-to-Know requests and responses.

4. Assist General Counsel in maintaining corporate and legal records, including but not limited to making corporate and real estate filings, and logging, tracking and maintaining files associated with litigation and regulatory proceedings. Assist the Executive Director and General Counsel with preparation of organizational filings. Oversee and maintain organizational and professional membership records.

5. Assist the Executive Director and the Leadership Team in managing and overseeing projects assigned to other staff, including overseeing follow-up with staff on such projects and ensuring effective communications regarding such projects.

6. Compose letters or other correspondence on behalf of the Executive Director and members of the Leadership Team; edit rough drafts to final form. Prepare drafts of reports, memoranda, policies, procedures, or announcements and review with the Executive Director. High level writing skills necessary.

7. Answer and triage calls and other communications on behalf of the Executive Director and General Counsel, and where appropriate, refer such to appropriate resource who may be better placed to deal with the matter at hand.

8. Maintain appointment schedule for the Executive Director and General Counsel. Arrange travel for staff and the Board of Directors as requested. Schedule meetings, conferences and events as deemed appropriate. Perform various office duties: reproduce materials; label and mail materials; maintain inventory; and maintain and order office and other supplies as appropriate. Maintain complex filing system, including confidential materials.

9. Responsible for even

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