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Executive Assistant
2 months ago
The Mission Neighborhood Health Center (MNHC) is a non-profit, multi-site community health organization offering comprehensive health services in the Mission and Excelsior Districts of San Francisco. The center offers primary health care services, adult medicine, pediatrics, family planning, OB/GYN, HIV and homeless services.
We advocate for health equity and deliver innovative, high-quality services responsive to the neighborhoods and diverse communities we serve with a focus on the Latino Spanish-Speaking Communities.
**Primary Objective**:The Executive Assistant provides executive support in a one-on-one working relationship. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the CEO and MAHA Board of Directors. The Executive Assistant serves as a liaison to the Board of Directors and Senior Management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects. The Executive Assistant must be creative and enjoy working in a mission-driven, results-driven and community oriented organization. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, analytical, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with a high level of discretion.
**Essential Functions & Responsibilities**
Executive Support
- Supports and implements the organization's vision, mission, and values.
- Performs all job functions in a professional and courteous manner. This includes providing excellent customer service to internal and external customers.
- Fosters and promotes a culture of service excellence.
- Completes a broad variety of administrative tasks for the CEO/Executive Director including: managing an active calendar of appointments; completing expense reports; screening calls, sorting mail, composing and preparing correspondence that is sometimes confidential; arranging travel plans, itineraries, and agendas; taking detailed notes and preparing meeting minutes, and placing orders for supplies.
- Plans, coordinates and ensures the CEO schedule is followed and respected. Provides “gatekeeper” and “gateway” role, creating win-win situations for direct access to the CEO time and office.
- Assists the CEO with meeting notices, attendance confirmation, food, photocopies, room reservation, preparation, and setting up of monthly board meetings, board committee meetings, senior management as necessary.
- Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
- Provides a bridge for smooth communication between the CEO/Executive Director’s office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
- Works closely and effectively with the CEO to keep her well informed of upcoming commitments and responsibilities, following up appropriately. Has a sense for the issues taking place in the environment and keeping the CEO updated.
- Provides leadership to build relationships crucial to the success of the organization and manages a variety of special projects for the CEO.
- Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the CEO's ability to effectively lead the organization.
- Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
Board Support & Liaison
10. Serves as the CEO’s administrative liaison to MAHA Board of Directors.
11. Oversees Board of Directors calendar of activities, and ensures all required activities are scheduled each month.
12. Maintains high discretion and confidentiality in relationship with all Board Members.
13. Adhere to compliance with applicable rules and regulations set in bylaws regarding Board and Board committee matters, including advance distribution of materials before meetings in electronic/paper format.
14. Responsible for attending all Board of Directors meetings, meeting minutes, and ensuring members receive a high level of customer care.
Senior Management Liaison
15. Participates as an adjunct member of the Executive team and Senior Management team including assisting in scheduling meetings and attending meetings.
16. Assists in coordinating the agenda of senior management and off-site mee
