Executive Administrative Assistant

4 weeks ago

Selma, Alabama, United States Rural Health Med Program Inc Full time
Job Description

Summary

The Executive Assistant provides high-level administrative support to the Chief Executive Officer (CEO) and the Administration of the Rural Health Medical Program, Inc. (RHMPI). The ideal candidate will possess exceptional communication and organizational skills, with a strong attention to detail.

Responsibilities

  1. Provide administrative support to the CEO, including scheduling meetings, creating calendar appointments, and handling daily tasks.
  2. Plan, prepare, and handle administrative aspects related to RHMPI board meetings, finance committee meetings, and other organization-related meetings.
  3. Record and transcribe minutes at RHMPI board and other organization-related meetings as needed, and manage follow-up tasks from these meetings.
  4. Assist in managing WebEx, conference calling, AV equipment, and other related systems for RHMPI programs.
  5. Maintain office filing systems of correspondence, forms, reports, and other materials, including electronic data and report files.
  6. Handle travel and conference arrangements for RHMPI Administration.
  7. Manage expense reimbursements for the CEO.
  8. May assist with coordinating, compiling, and proofing grant proposals and submitting progress reports as required.
  9. Plan, schedule, and participate in meetings and conference calls as needed.
  10. Provide telephone support, mail and fax distribution, copying, and printing for staff as needed. Receive and screen telephone calls and visitors.
  11. Assist with assuring all office equipment is operational. Office equipment includes (but is not limited to): copier, fax, and all kitchen appliances.
  12. Work with the Strategic Initiative Team in coordinating outreach activities.
  13. Follow up on contact made by the CEO and support the cultivation of ongoing relationships.
  14. Actively participate on teams as determined appropriate.
  15. Assist with planning, updating, and vendor management regarding company profiles.
  16. Assist with coordinating staff meetings.
  17. Assist with contractual agreements.
  18. Assist in tracking information for grants and vendors.
  19. Assist with office space expansion planning and office moves.
  20. Provide high-quality customer service and hospitality to RHMPI members, partners, and the general public.
  21. Assist with assuring the office is maintained and repairs are made promptly. Serve as liaison with phone, fax, copier contractors, notifying contractors of problems and arranging for maintenance and repairs.
  22. Format information for internal and external communication – memos, emails, presentations, reports.
  23. Assist the Office Manager in his/her absence in mail tracking.
  24. Assure backup for phones, mail, etc. before any scheduled absences from the office.
  25. Coordinates and mails correspondences to vendors per the request of the CEO.
  26. Collaborate with team members to execute marketing campaigns by brainstorming sessions for internal and external projects.
  27. Meet with clients to plan and implement marketing campaigns for brand building and aligning with overall company goals.
  28. Assist in coordinating public relations and outreach initiatives, including media releases, and company announcements.
  29. Participate in Patient-Centered Medical Home Care Team collaboration to promote and nurture the culture and infrastructure that makes PCMH successful.
  30. Perform additional duties as assigned by immediate supervisor's approval.

Working Conditions

This position requires manual and finger dexterity and eye-hand coordination for easy and skillful use of hands when working with and performing normal office duties and responsibilities. The employee is required to stand, walk, sit, climb, balance, stoop, crouch, kneel, and reach with hands and arms frequently. Good listening skills are necessary to receive detailed information via oral and or written communication(s) and to make objective nondiscrimination decisions. Visual acuity is needed to assess color changes, to verify accuracy of written materials, and to accurately prepare and administer medications.

Language Skills/Specialized Skills

  1. Ability to read, speak effectively, analyze, and interpret documents.
  2. Ability to prioritize multiple tasks, work independently, and learn new skills.
  3. Ability to work with minimal supervision and maximum accountability.
  4. Attention to detail and strong organizational skills.
  5. Demonstrate ability to work with customer/client groups and/or experience within the organization.
  6. Relate well to the public and staff.
  7. Pleasant manner in telephone and personal contacts.
  8. Professional demeanor.
  9. Strong written/verbal communication and problem-solving skills.
  10. Ability to work as a team member and work effectively with diverse people.
  11. Demonstrate awareness of and value for the inclusion of cultural competence in task implementation.
  12. Ability to travel to RHMPI meetings as necessary.
  13. Physical ability to stoop, kneel, bend, and use basic office equipment, including a computer.
  14. Proficiency in MS Office, including Word, Excel, Outlook, and Internet.
  15. Must be flexible, self-motivated, and able to prioritize multiple tasks and carry a heavy and diverse workload.
  16. Fluency in written and spoken English.
  17. The ideal Executive Assistant will display sound judgment, relate well to the public and staff, have a professional demeanor, prioritize employee and customer satisfaction, and be well organized.

Computer Skills

Proficient in document creation and utilization of specific computer programs including Microsoft Office (Word, Outlook, Excel, PowerPoint, and Publisher) and other tools such as Canva, Prezi, and Poster my Call, Electronic Health Records, Population Health Management Systems. Proficient in software implementations and management preferred.

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