Executive Assistant

GENERAL SUMMARY OF DUTIES:

The Executive Administrative Assistant provides clerical and administrative support to the Senior Management Team and Board of Directors. The position is also responsible for many other administrative duties.

ESSENTIAL FUNCTIONS:

• Provides administrative support for the CEO and management team to include scheduling, taking meeting minutes, preparing mailings, preparing presentations, proposals, grants, and other administrative support
• Under the direction of the CEO, provides clerical support for the Board of Directors, including arranging meeting logistics, contacting board members, taking meeting minutes, preparing board packets, and other clerical support. Maintains and distributes an updated schedule of board and board committee meetings
• Is responsible to maintain and categorize all Board of Directors files and materials including updating membership and committee rosters, full-board and committee meeting minutes, board resolutions, new board member manuals and other board materials
• Manages the day-to-day operations of the administrative office
• Opens and distributes OCHC mail daily
• Provides clerical support to the Quality Improvement Committee and other OCHC committees as assigned
• Prospects for grants and assists in the writing, tracking, and development of grants
• Serves as the project manager for the website, outreach events, and other community outreach activities.
• Updates and maintains clinic bulletin boards (quality, HR, other)
• Organizes and maintains the master policy files and share drive files
• Works with facilities to ensure that rooms are prepared for various meetings and events
• Orders office and clinic supplies and maintains an inventory system.
• Maintains a master calendar of clinic meetings and events
• Develops a system and manages and maintains OCHC’s electronic historical, grant, personnel, administrative, and financial files
• Maintains records, reports, and files
• Manages workspace assignments, key inventory, and other related activities
• Other duties as reasonably assigned

REQUIRED EDUCATION, KNOWLEDGE, AND SKILLS:

• Is highly skilled with Microsoft programs including Word, Excel, Outlook, and PowerPoint
• Has excellent English skills and can efficiently write and edit documents
• Is self-directed and can work both independently and in a team environment
• Has excellent written and verbal communication skills
• Provides outstanding customer service to OCHC staff, board members and customers
• Is detail oriented with strong organizational skills
• Training or experience in project management
• Is able to work well with diverse staff, stakeholders, patients, and board members