Executive Assistant

Website Amoskeag Health

We are looking for a full time Executive Assistant and you may be a good fit!

Job Summary

The Executive Assistant is a key member of the Administrative Suite and support to the Senior Leadership Team who is responsible for a wide variety of duties in the area of coordination, administrative and operational support. This individual is central to smooth workflows in areas such as the Board of Directors meetings, organization of critical documents such as policies, procedures, grants and contracts. This exceptional professional utilizes excellent communication skills, technical skills in writing and use of multiple software platforms, and a high-level of discretion in the support of the Senior Leadership Team (Officers) and in the management of confidential and sensitive communication on a variety of topics. The ideal candidate is highly skilled in multi-tasking, follow through, organization in an environment that requires flexibility and the ability to respond quickly to urgent situations while maintaining a sense of calm and professionalism.

Qualifications:

Education: Bachelor’s Degree required as a minimum, or alternatively, an Associate’s degree and 3-5 years of experience

Experience:

Preferred experience function in a similar role or a role with responsibilities that align with this role and it’s required skill sets:

-Excellent work ethic
-Must be able to process, protect, and exercise discretion in handling confidential information and materials in a professional manner
-Demonstrated ability to adapt and respond with flexibility to changing needs and information

Compensation: The starting rate for this position is $26.50 per hour and can increase depending on experience.

Roles and Responsibilities:

Coordination: Schedules and organizes complex activities such as meetings, travel, conferences and department activities for all members of the senior management team (Officers) and occasionally for Directors.

Support of CEO: Work directly with CEO to support aspects of their daily routine including maintaining their calendar. Exercise discretion in committing time and evaluating needs.

Meeting Support: Prepares agendas, types and distributes minutes and handouts, sends invitations, for on-site meetings initiates setup and breakdown after meetings, performs reminder calls or emails as appropriate, facilitates virtual meetings. Meeting support provided to all Board of Directors meetings and committees, All Staff Meetings, Medical Advisory Committee, management meetings, Safety & Security, and others as needed. Uses software to store minutes, handouts and other related materials.

Materials Development: Performs desktop publishing. Creates and develops visual presentations and other materials as needed.

Communications: Responds to regularly occurring requests for information. May be asked to answers phones for organization Officers or to initiate calls or emails on behalf of these roles. Takes messages or fields/answers all routine and non-routine questions.  Drafts written responses or replies by phone or e-mail when necessary.

Data Filing/Archival: Establishes, develops, maintains and updates filing system for the senior managers. Retrieves information from files when needed. Establishes, develops, maintains and updates library of relevant materials within the administrative area. Manages administrative file organization and archiving, including those in storage.

Contract Management: utilizes software to store and track contracts and their dates of expiration, assures scanning of full executed copies being returned from vendors, archiving as necessary and sending reminders in anticipation of contract expiration.

Policy & Procedure Management: utilizes software to store and track policies and procedures and their dates of expiration. Responsible for distribution of updated policies and procedures and archival of versions that are no longer current.

Grants: utilizes software to maintain the organization’s grant portfolio- listing of active grants and associated data required to assure appropriate follow up and reporting. Coordinates materials submissions to State of NH for contracts related to grants, and coordinates signing of Certificate of Authority from Board Secretary to include with those grants. Works closely with officers and directors in HRSA related activities (site visits, documentation management, uploading of various submissions).

Administrative Offices/Reception & Conference Room Management: Manages reception for the administrative area. Organizes and prioritizes calls. Assists with arriving guests and deliveries. Maintains cleanliness of kitchen, conference room and supply closets. Includes stocking, organizing, updating schedules and other postings, assuring sufficient stock for meeting required items (water, coffee, etc). Prep for meetings and break down afterward.

Ordering: May be asked to order various items as needed for senior leadership or for management of the administrative offices, reception, kitchen and conference room.

Mail Backup: Sorts and distributes mail as a backup to other areas (finance and facilities) for vacation and urgent coverage needs.

Liaison: Acts as a liaison with other departments and outside agencies. Handles confidential and non-routine information and explains policies when necessary.

Confidentiality: Due to the nature of this position, and the responsibilities assigned, this individual needs to be able to handle confidential and sensitive items in a professional manner. Must maintain confidentiality in accordance with HIPAA as relates to any patient care situations. Excellent professional judgment in communications of sensitive topics is essential.

Works independently and within a team on special nonrecurring and ongoing projects. Acts as project manager for special projects, which may include: planning and coordinating multiple presentations, disseminating information, coordinating direct mailings, creating brochures.

Types and designs general correspondences, memos, charts, tables, graphs, business plans, etc. Proofreads copy for spelling, grammar and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.

Attend and participate in Amoskeag Health meetings as directed.  If absent, responsible for reading minutes of meetings and signing documentation.

Attend mandatory safety-related and infection control in-service training as designated
Sensitivity to cultural diversity of population being served.

Other responsibilities as assigned by supervisor.

Benefits We Offer to Our Employees:

Medical, Dental, Vision, 403B with Company Match, Paid Time Off, Life Insurance, Continuing Education Opportunities and more!

Amoskeag Health has a policy requiring proof of full vaccinations per CDC guidelines, including both COVID 19/Booster and annual influenza.  Staff may request a reasonable accommodation for a religious or medical exemption from these policies, but such a request is not a guarantee that the accommodation can be made.

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