Executive Administrative Support
1 week ago
Summary:
The Executive Assistant plays a vital role in supporting Kheir Clinic's C-Level Leadership, encompassing the CEO, CFO, COO, and CAO. This position demands meticulous organization, exceptional communication skills, and a proactive approach to ensure the smooth operation of the executive office.
Essential Job Functions:- Provide comprehensive administrative support to C-Level Executives, including managing calendars, correspondence, and communications with staff, managers, and the Board of Directors.
- Cultivate and maintain relationships with board members, donors, and key stakeholders essential to Kheir Clinic's success.
- Prepare impactful reports, presentations, and other materials for the Executive office and staff teams as needed.
- Oversee staff report deadlines and quality, ensuring timely and accurate submissions.
- Coordinate and prepare for staff and board meetings, including agenda development, minute-taking, and follow-up actions.
- Support and organize large-scale events for staff and the Board of Directors, demonstrating meticulous attention to detail.
- Manage both electronic and physical records with strict confidentiality, ensuring accurate filing and retrieval systems.
- Perform general clerical duties such as photocopying, mailing, filing, office organization, shipping, and running errands as required.
- Provide exceptional hospitality support, including greeting guests, arranging meeting meals, coordinating site visits, and acting as a gatekeeper for the administrative office.
- Prepare long-term and short-term projects, reports, correspondence, and other materials with accuracy and adherence to established guidelines and procedures.
- Coordinate staff calendars effectively, ensuring all meetings are attended with necessary preparations, transportation, lodging arrangements, briefing materials, documents, notes, and supplies.
- Brief C-Level Executives and staff before meetings, take detailed meeting minutes, and disseminate information to relevant parties.
- Serve as a liaison between C-Level Executives and other department heads and staff members, facilitating clear communication and collaboration.
- Collect outgoing mail from all staff, open and distribute incoming mail, respond to correspondence (including emails and letters) as needed.
- Assist with completing certificate renewals, doctor privilege applications, and credit applications for the organization.
Kheir Clinic is a leading provider of essential healthcare and human services to residents in Metro Los Angeles and its surrounding communities. We are dedicated to serving underserved populations regardless of race, ethnicity, gender, sexual orientation, or income level.
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