Assistant to the CEO

Description:

The ideal candidate will be experienced in handling a wide range of administrative and executive

support-related tasks and can work independently with little or no supervision. This person must

be exceedingly well organized, flexible, and enjoy the administrative challenges of supporting a

small office of diverse people and programs.

The ability to interact with the Board of Directors, staff (at all levels), community partners,

patients, and other stakeholders in a fast-paced environment, sometimes under pressure, remaining

flexible, proactive, resourceful, and efficient, with high professionalism. Confidentiality is crucial

to this role. Expert-level written and verbal communication skills, strong decision-making ability,

and attention to detail are equally important.

Requirements:

EXECUTIVE ADMINISTRATOR FUNCTIONS

• Handle confidential information according to strict ethical standards
• Serve as the direct support staff to the Chief Executive Officer (CEO)
• Communicate and handle incoming and outgoing electronic communications on behalf of the CEO
• Accompany the CEO to meetings and events or attend in her stead
• Assist the CEO with patient’s questions and scheduling 2 of 3
• Assures that the day-to-day functions of the Executive Suite run smoothly
• Serve as executive suite’s liaison with government agencies, members of the Board of Directors, organization staff, and external constituencies
• Arrange travel schedules and reservations for executive management as needed
• Prepare calendars, reports, summaries, financial statements, travel itineraries, and other documents
• Maintain expense reports for the executive suite
• Assist the executive team with the preparation of presentation materials
• Draft and write multiple types of executive correspondence
• Answer phones and direct all incoming calls to the appropriate party promptly and efficiently
• Review and distribute incoming mail and prepare outgoing mail as necessary
• Organize, reserve, and oversee conference room assignments
• Interact and coordinate with vendors and consultants
• Collect pertinent data for analysis and create statistical spreadsheets and reports
• Create, analyze, and organize organizational documents
• Advise staff and partners on the best way of conducting administrative tasks
• Ensure good organizational understanding and show passion for patients
• Participate in training and development for administrators and other relevant training
• Prioritize and manage multiple projects simultaneously and follow through on issues promptly
• Coordinate with Department Managers for any office management activities
• Compile data, meeting minutes, and electronic information
• Other duties as assigned PROFESSIONALISM / ETHICS / RESPONSIBILITY FOR CONFIDENTIAL MATTERS
• Will be able to work with diverse people and diverse ideas
• Must possess good communication skills both verbally and non-verbally
• Will attend meetings or training to become a more valued staff member
• Expected to adhere to the Code of Ethics and professional standards as required by Bond’s Code of Conduct
• Confidentiality is of the UTMOST IMPORTANCE. This position is exposed to detailed and sensitive information regarding Bond’s operations and patient information. Any violations are grounds for dismissal.

EDUCATION

• A minimum of an associate degree or two years of executive-level experience
• Experience with Microsoft applications, including PowerPoint, Word, and Excel
• Experience working with a diverse population
• Experience working in a position that requires excellent customer service