Job Description

Job Title: Administrative Assistant to the CEO

Department: Executive Administration

Reports To: Chief Executive Officer

FLSA Status: Non-Exempt

Employment Type: Full-Time

SUMMARY

Provides high-level, confidential administrative support to the Chief Executive Officer, including calendar and travel management, correspondence, board and leadership meeting preparation, and coordination of special projects. Serves as a key liaison between the CEO, board members, staff, and external partners, exercising sound judgment, discretion, and professionalism at all times.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Include the following. Other duties may be assigned.

• Manages the CEO's calendar, appointments, and travel arrangements, resolving scheduling conflicts proactively.
• Prepares agendas, materials, minutes, and follow-up items for board and executive leadership meetings.
• Screens and prioritizes calls, emails, and correspondence on behalf of the CEO.
• Drafts, proofreads, and edits letters, reports, presentations, and other executive communications.
• Coordinates logistics for meetings, conferences, board retreats, and special events.
• Maintains confidential files, records, contracts, and organizational documents for the executive office.
• Serves as a liaison between the CEO and internal departments, board members, and external partners.
• Tracks and follows up on action items and deliverables from executive and board meetings.
• Assists with special projects, research, and initiatives as assigned by the CEO.
• Processes expense reports, invoices, and reimbursement requests for the executive office.
• Greets and assists board members, visitors, and dignitaries with a high level of professionalism.
• Maintains executive office supplies, equipment, and filing systems.
• Handles sensitive and confidential information with the utmost discretion at all times.

SUPERVISORY RESPONSIBILITIES

There are no direct supervisory responsibilities associated with this position; however, this role may provide guidance and coordination to administrative or clerical staff on special projects as directed by the CEO.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION AND/OR EXPERIENCE

Associate's or Bachelor's degree in Business Administration or a related field preferred.

Minimum of three (3) to five (5) years of experience providing administrative support to senior executives; healthcare or nonprofit setting preferred.

LANGUAGE SKILLS

Ability to read, analyze, and interpret complex documents, policies, and correspondence. Ability to write clear, professional reports and business correspondence. Ability to effectively present information and respond to questions from executives, board members, staff, and the public.

MATHEMATICAL SKILLS

Ability to work with basic budgeting figures, expense reports, and financial reporting concepts relevant to the executive office.

REASONING ABILITY

Ability to solve practical problems and deal with a variety of variables in situations with limited standardization. Ability to interpret and prioritize a variety of instructions furnished in written, oral, diagram, or schedule form, often under time constraints.

CERTIFICATES, LICENSES, REGISTRATIONS

Notary Public certification preferred, or willingness to obtain within the first 90 days of employment.

PHYSICAL DEMANDS

The employee is regularly required to sit, use hands, and talk or hear. The employee is frequently required to reach with hands and arms. The employee is occasionally required to stand, walk, and lift and/or move up to 15 pounds. Specific vision abilities required include close vision and the ability to adjust focus.

WORK ENVIRONMENT

Typical executive office environment. The noise level in the work environment is usually moderate. This position may occasionally require evening or weekend work to support board meetings, events, or executive travel.

I acknowledge that I have read and fully understand the above job description and agree to abide by its content. I understand that failure to satisfactorily perform the assigned duties may result in disciplinary action and/or termination.

Requirements

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION AND/OR EXPERIENCE

Associate's or Bachelor's degree in Business Administration or a related field preferred.

Minimum of three (3) to five (5) years of experience providing administrative support to senior executives; healthcare or nonprofit setting preferred.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Include the following. Other duties may be assigned.

• Manages the CEO's calendar, appointments, and travel arrangements, resolving scheduling conflicts proactively.
• Prepares agendas, materials, minutes, and follow-up items for board and executive leadership meetings.
• Screens and prioritizes calls, emails, and correspondence on behalf of the CEO.
• Drafts, proofreads, and edits letters, reports, presentations, and other executive communications.
• Coordinates logistics for meetings, conferences, board retreats, and special events.
• Maintains confidential files, records, contracts, and organizational documents for the executive office.
• Serves as a liaison between the CEO and internal departments, board members, and external partners.
• Tracks and follows up on action items and deliverables from executive and board meetings.
• Assists with special projects, research, and initiatives as assigned by the CEO.
• Processes expense reports, invoices, and reimbursement requests for the executive office.
• Greets and assists board members, visitors, and dignitaries with a high level of professionalism.
• Maintains executive office supplies, equipment, and filing systems.
• Handles sensitive and confidential information with the utmost discretion at all times.

Benefits

Benefits:

• 401(k) matching (3.5%)
• Dental insurance
• Employee discount
• Health insurance
• Life insurance
• Paid time off
• Vision insurance