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Executive Assistant

2 weeks ago

Charlotte, North Carolina, United States Quality Comprehensive Health Center Full time

Position Summary

The Executive Assistant & Data Specialist provides comprehensive administrative, operational, and data support to the Executive Director (ED), Chief of Programs (COP), and Finance Department. This role bridges leadership coordination and data accuracy, supporting executive initiatives, managing high-level communications, and ensuring precision in accounts receivable (AR) and Ryan White program data entry. The ideal candidate is proactive, detail-oriented, and capable of managing sensitive information while balancing multiple priorities in a nonprofit healthcare environment.

Key Responsibilities

Executive Support (ED & COP)

  • Provide direct, confidential administrative support to the Executive Director and Chief of Programs.
  • Manage complex calendars, coordinate meetings, appointments, and travel logistics, ensuring alignment with organizational priorities.
  • Track action items, deliverables, and deadlines for both executives and follow up to ensure timely completion.
  • Draft, edit, and proofread correspondence, reports, and presentations for executive review.
  • Prepare agendas, record meeting minutes, and distribute follow-ups for leadership and board meetings.
  • Coordinate with internal teams and external partners on behalf of the ED/COP to facilitate smooth communication and task completion.
  • Organize and maintain files, records, and documentation for leadership projects, compliance materials, and grant-related initiatives.
  • Support event coordination, board preparation, and special projects as directed by the ED and COP.
  • Assist in the preparation of proposals, reports, and executive summaries for grant submissions and organizational planning.
  • Handle confidential personnel, financial, and strategic matters with discretion and professionalism.
  • Serve as the liaison between the executive office and department heads to ensure alignment on priorities and timelines.

Data Entry & Financial Accuracy

  • Enter AR transactions, payments, and adjustments accurately and promptly into the accounting system.
  • Input Ryan White program data (eligibility, encounters, and metrics) into EMR or designated reporting systems.
  • Review and verify financial and program data for accuracy, completeness, and consistency.
  • Generate, update, and maintain data and finance reports for internal use, leadership review, and audit preparation.

Recordkeeping & Documentation

  • Maintain well-organized electronic and physical files for AR and Ryan White data.
  • Assist in reconciling AR records with deposits, billing, and program logs.
  • Prepare and maintain documentation for audit readiness and grant compliance.
  • Ensure timely retrieval of documents and reports as needed by auditors or leadership.

Collaboration & Project Support

  • Partner with finance, billing, and Ryan White teams to resolve discrepancies and enhance data integrity.
  • Assist leadership in planning, tracking, and reporting on strategic and operational initiatives.
  • Support cross-departmental communications, ensuring accurate information sharing and coordination.
  • Contribute to process improvements that streamline administrative and reporting workflows.

Compliance & Confidentiality

  • Uphold HIPAA and confidentiality standards in handling all client, patient, financial, and personnel information.
  • Ensure adherence to organizational and Ryan White program compliance policies.
  • Maintain the highest level of professionalism in dealing with internal and external stakeholders.

Qualifications

Education: High school diploma required; Associate's or Bachelor's degree preferred (Business, Accounting, or Administrative field).

Experience:

  • Minimum 3 years of experience in executive assisting, required
  • Minimum 2 years of experience in finance, data entry, or grant-related administrative support, required
  • Experience in healthcare or nonprofit environments strongly preferred.
  • Proven experience managing executive calendars, scheduling meetings, and coordinating travel logistics.
  • Demonstrated ability to prepare meeting agendas, take minutes, and track follow-up actions for leadership and board-level meetings.
  • Prior involvement in grant or program coordination, particularly in healthcare or nonprofit settings, preferred.
  • Strong background in liaising between executive leadership, internal teams, and external partners to support strategic initiatives.
  • Experience assisting with event planning, board preparation, or cross-departmental projects.

Technical Skills:

  • Proficient in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).
  • Experience with EMR systems and/or database platforms such as eClinicalWorks or CAREWare preferred.

Key Competencies:

  • Excellent organizational and time management skills; ability to handle multiple priorities simultaneously.
  • Strong written and verbal communication skills, with the ability to draft professional correspondence and reports.
  • Exceptional attention to detail and accuracy.
  • Ability to anticipate leadership needs and act proactively.
  • Professional discretion in managing confidential and sensitive information.
  • Proven problem-solving and critical-thinking abilities in fast-paced environments.
  • Team-oriented mindset with a positive, solution-driven approach

Job Type: Full-time

Pay: Up to $50,000.00 per year

Benefits:

  • 401(k)
  • Dental insurance
  • Flexible spending account
  • Health insurance
  • Life insurance
  • Paid time off
  • Vision insurance

Work Location: In person