Executive Assistant

Job Description: Executive Assistant

REPORTS TO: CEO/President of the Board of Directors

DEFINITION OF POSITION:

The Executive Assistant provides high-level administrative support to the IGA senior executives, managing a wide range of tasks to ensure the smooth operation of the executive office. Responsibilities include managing schedules, organizing meetings, preparing and maintaining meeting minutes, managing correspondence, preparing reports, and coordinating travel arrangements. The Executive Assistant also acts as a liaison between the executive and internal or external stakeholders, ensuring clear communication and timely completion of tasks. This role requires excellent organizational skills, discretion, and the ability to manage multiple priorities in a demanding environment. The Executive Assistant plays a critical role in enabling the CEO to focus on strategic priorities by efficiently managing day-to-day administrative responsibilities.

IGA is committed to the attainment and maintenance of an ergonomically healthy workplace to protect all employees. Safe working conditions are a top priority. Our goal through the support of physicians, administration, and staff is to create a culture of ergonomic safety. Staff are encouraged to ask for assistance when moving heavy items to prevent musculoskeletal injuries. All concerns from staff are to be forwarded to the Clinical Director to facilitate correction of any scenario where staff may feel a risk may occur. Adequate lighting should be maintained, and workstations will be equipped for ergonomic safety. Staff are encouraged to wear nonskid footwear, remove or eliminate all clutter, keep cabinet doors closed, wipe up spills immediately, and cables will be kept out of traffic flow areas.

RESPONSIBILITIES:

Administrative Support:

· Manage the CEO’s calendar, including scheduling meetings, appointments, and travel.

· Prepare and organize meeting materials, agendas, and presentations, ensuring the CEO is well-prepared for all engagements.

· Manage incoming correspondence, including emails, phone calls, and mail, prioritizing and responding on behalf of the CEO as appropriate.

Communication and Liaison:

· Serve as the primary point of contact between the CEO and internal/external stakeholders, ensuring clear and timely communication.

· Draft, edit, and review correspondence, reports, and presentations for the CEO.

· Facilitate communication between the CEO and the leadership team, board members, and other key individuals.

Project Coordination:

· Assist the CEO with the coordination and execution of special projects, tracking progress, and ensuring deadlines are met.

· Support the CEO in managing organizational initiatives, including strategic planning and governance activities.

Meeting and Event Management:

· Plan, organize, and coordinate executive-level meetings, including board meetings, leadership retreats, and other key events.

· Record and distribute meeting minutes, follow up on action items, and ensure completion of tasks as directed by the CEO.

Document Management:

· Maintain and organize confidential files, records, and documents related to the Executive offices.

· Ensure all documents are accurate, up-to-date, and accessible when needed.

Office Management:

· Oversee the general operations of the CEO’s office, including managing office supplies, equipment, and resources.

· Ensure the office environment is professional and conducive to productivity.

Financial and Budget Support:

· Assist the CEO with budget preparation, expense tracking, and financial reporting.

· Process invoices, reimbursements, and other financial documents as required.

Digital Content and Social Media:

· Create and edit content for internal and external distribution, including email, newsletter, and social media campaigns that support services and outreach goals.

· Responsibility for the upkeep and content on IGA’s website.

· Prepare and update outreach materials, including presentations, flyers, and other collateral.

Confidentiality and Discretion:

· Manage sensitive information with the highest level of confidentiality and discretion.

· Maintain a professional demeanor in all interactions, representing the CEO and the organization with integrity. Create and edit content for internal and external distribution, including email, newsletter, and social media campaigns that support services and outreach goals.

· Other duties as assigned.

QUALIFICATIONS:
1. Skills and Abilities: The Executive Assistant shall possess strong organizational and time management skills, excellent verbal and written communications abilities, proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software, ability to handle multiple priorities, work well under pressure, and possess a high level of professionalism and confidentiality. Demonstrable understanding of and commitment to the mission and objectives of the organization.

2. Education: Bachelor’s degree in business administration, Communications, or a related field is preferred.

3. Experience: Minimum of 5 years of experience in an executive assistant or senior administrative role, preferably in healthcare or a corporate environment.

PHYSICAL REQUIREMENTS

· Will spend considerable time communicating with others by phone and in person.

· Will have several early morning and evening meetings.

· Light physical effort (lift/carry up to 10 lbs.).

· Mostly sedentary work.

· Independent travel between clinical locations is required.

· Occasional travel out of town.

· May be exposed to or occasionally exposed to patients.