Executive Assistant

Description:

Make an Impact Where It Matters Most

At Mountain Laurel Medical Center (MLMC), our mission is simple yet powerful: to provide high-quality, patient-centered healthcare to our communities—regardless of ability to pay. As a Federally Qualified Health Center serving multiple locations across Maryland and West Virginia, we are seeking a highly organized, professional, and trusted Executive Assistant to support our CEO, Executive Team, and Board of Directors.

This is more than an administrative role—it’s an opportunity to be at the center of leadership, strategy, and mission-driven work that directly impacts patient care and community health.

Summary: Under the supervision of the CEO, the Executive Assistant provides high-level administrative and organizational support to the Executive Team, with primary responsibilities centered on ensuring operational efficiency, effective communication, and strategic coordination across departments. This position also manages the administrative needs of the Board of Directors and Board Committees and serves as a key steward of documentation, recordkeeping, and executive office operations.

The Executive Assistant represents the Executive Office with professionalism and confidentiality while ensuring alignment with MLMC’s mission, values, and strategic goals.

Essential Duties and Responsibilities

A. Executive Administrative Support

a. Provides high-level, confidential administrative support to the CEO and Executive Team, including but not limited to:

i. Managing complex calendars and coordinating internal and external meetings.

ii. Recording and distributing minutes for key leadership and committee meetings as needed.

iii. Drafting, editing, and updating documents, presentations, and reports.

iv. Coordination of Executive travel, credit card administration, invoices, memberships, and other professional supportive actions.

v. Supporting ongoing projects and organizational priorities through coordination and follow-up.

B. Board of Directors and Committee Support

a. Coordinates and supports administrative tasks related to the Board of Directors and its Committees:

i. Schedules Board meetings and committee sessions in alignment with governance timelines.

ii. Prepares and distributes Board communications and meeting packets; serves as a liaison between MLMC and Board members.

iii. Maintains and updates governance documents, including Bylaws and Board Committee Charters.

iv. Prepares and maintains orientation packets for new Board members.

v. Attends and records minutes for Board and Committee meetings; ensures accurate and timely follow-up documentation.

C. Document Management and Executive Reporting

a. Compiles, analyzes, and verifies a wide range of data for inclusion in executive reports, dashboards, and corporate presentations.

b. Prepares and maintains high-quality supporting materials such as charts, tables, and visual aids for internal leadership updates, Board meetings, Town Halls, and external presentations.

D. Strategic and Regulatory Support

a. Under the direction of the CEO and Executive Team, provides administrative coordination and project-management for key leadership initiatives related to federal, state, or accreditation reviews, including:

i. Operational Site Visits (OSV)

ii. Service Area Competition (SAC)

iii. Strategic Plan development and tracking

iv. Annual Operating Plan documentation

v. Serves as an internal liaison across departments to gather materials, ensure compliance, and prepare leadership for audits and reviews.

E. Document and Data Management

a. Maintains an accurate, organized, and secure system of digital and physical archives that support the operational and governance needs of the CEO, Executive Team, and Board of Directors.

b. Coordinates the preparation, distribution, and ongoing updates of key organizational documents, including but not limited to:

i. Governance Materials: Bylaws, Board and committee packets, Board education content, and orientation materials.

ii. Administrative Records: Organizational charts, provider contracts, policy manuals, job descriptions, and strategic plans.

iii. Communications & Presentations: Strategic communications, committee briefings, and leadership reports.

iv. Reference Archives: Corporate contact directories (vendors, payers, providers, 340B), and records related to branding, legal affairs, and facilities projects.

v. Provider contracts: Ensures that all provider contracts are updated and reviewed in the appropriate timeframe.

c. Proposes and implements structural improvements to enhance document retrieval, recordkeeping, and historical tracking, including:

i. Corporate contact directories (vendor, payer, provider, 340B)

ii. Policy Manuals

iii. Archived Board and Committee materials

iv. Files related to building projects, branding, legal documents, and historical reference

F. Clinical Administrative Support

a. Provides administrative support for clinical leadership functions.

i. Maintains and verifies timecard approvals for staff supervised by the CMO.

ii. Monitors provider work schedules, ensuring accurate reflection of PTO, CME, sick leave, and emergent changes; communicates adjustments to relevant departments.

iii. Assists with scheduling and coordination of provider call coverage and handles communication for on-call services.

iv. Organizes and hosts meetings with external clinical guests, vendors, and representatives, ensuring professional hospitality and logistical readiness.

G. Other duties assigned by the CEO and Executive Team.

H. Upholds the Code of Ethics and mission of Mountain Laurel Medical Center in a manner consistent with the core values of patient focused, respect, accountability, teamwork, continuous improvement, and integrity.

Core Value Statements

• Patient Focused: The patient comes first and is central to all decision making.
• Respect: Treat all patients and staff the way you expect to be treated.
• Accountability: Each employee owns their actions, and expects the same from all others.
• Teamwork: It is necessary to work together in a supportive manner to achieve common goals.
• Continuous Improvement: Stay committed to the pursuit of excellence, always finding ways to adapt and improve.
• Integrity: Always do the right thing.

Requirements:

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily and possess the ability to interact effectively with individuals in a broad range of situations in an increasingly challenging and complex work environment. Must also possess the ability to use discretion and confidentiality at all times, ability to multitask, prioritize and manage workload, and the ability to work independently with little supervision, Must also possess the ability to interact and support team members and leadership at all levels, excellent verbal and written communication and organizational skills, and the ability to establish and maintain a positive and effective work relationships with coworkers, members, providers, and customers. The requirements listed below are representative of the knowledge, skills and abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Working in the administrative office may expose this position to sensitive and/or confidential information that must be held in confidence.

Education and Experience:

Minimum requirements are a high school diploma or GED plus three years of related experience and training in an executive office and/or health setting or a combination of education and experience. In addition, excellent computer and communications skills are required. AA or College degree and Specialized education/training in business, or management fields would be helpful.

Computer Literacy:

Extensive knowledge of computer software and proficiency in or knowledge of Google and/or Microsoft Office Suite, knowledge of Adobe and other technologies include, but not limited to Electronic Health Records, practice management, and others available for information, processing, or retrieval.

Work Record:

A demonstrated work record showing good attendance, punctuality, dependability, and the ability to work well with supervisors and coworkers as part of a team effort is essential. A medical office setting is an environment that requires the ability to relate to all types of people while always maintaining a professional demeanor.

Language Skills:

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals is essential. Ability to write routine reports and correspondence, and the ability to speak effectively to patients, co-workers and the public at large is paramount.

Mathematical Skills:

Must have the ability to calculate figures, amounts, proportions, and percentages with mathematical accuracy and attention to detail.

Reasoning Ability:

Must be able to demonstrate the ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Team Work:

An essential element is the ability to work and interact effectively and positively with other staff members to build and enhance teamwork in a patient centered team-based model of care and in the overall MLMC organization; team engagement is a must to be successful in this position.

Sensitivity to Confidentiality:

Must be able to demonstrate a high level of confidentiality and the ability to manage all company information accordingly.

Sensitivity to the Needs of Special Populations:

Must be able to demonstrate the ability to understand and respond appropriately, effectively and sensitively to special population groups served by MLMC. Special population groups include those defined by race, ethnicity, language, age, sex, sexual orientation, economic standing, disability, religion, etc.

Understanding of HealthCare laws and Regulations:

Must have the ability to follow HIPAA guidelines as well as an understanding of policies and procedures regarding medical records put in place by the Federal Government.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to drive, sit, handle papers, type, operate computer equipment, reach with hands and arms, talk, see, and hear. Specific vision abilities required by this job include close vision and the ability to adjust focus.

Work Environment:

Work is performed in a typical business office environment. Some local trips by automobile may be required (i.e., Post Office, office supplies, etc.). Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.