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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
RESPONSIBITILES
- 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