Executive Administrative Assistant to CEO

As Executive Administrative Assistant to the Chief Executive Officer (CEO), this position provides high-level, confidential administrative support to the office of the CEO. Duties include clerical, administrative and project-based support, and include scheduling travel, arranging meetings, handling information requests, preparing reports and correspondence and liaising with board members. This position is often privy to confidential information and as such, requires diplomacy and discretion.

ESSENTIAL JOB FUNCTIONS:
Provide high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions, such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings.

Coordinates scheduling of appointments, including travel arrangements for the CEO, CFO, and staff as required by the CEO.

Gathers data for grant writing purposes for consultants and CEO.

Trains and supervises subordinate clerical staff, managing their activities to ensure work is completed in a timely manner.

Prepares meeting notices, agendas, and materials for distribution for Board of Directors’ meetings, management meetings staff meetings and all other gathering as directed by the CEO.

Attends Board Meetings and all other committee/group meetings, as required by the CEO to record accurate minutes of the meetings; directs preparation and typing of minutes by subordinate staff, and ensures information is distributed to appropriate parties, as directed by the CEO, as well as maintained in Board of Directors meeting files.

Serves as the main point of contact for the Board of Directors, reporting to CEO any conversation, concerns, etc. to ensure CEO has full awareness of Board Contact and correspondence at all times.

Schedules and prepares yearly tasks related to UDS reporting, and demographic reports for fiscal year as well as information related to the Board of Directors, nominations and change of Executive Committee and Board Members.

Prepares invitations, agendas and coordinates breakfasts/lunches, etc. for all meetings and/or events as directed by the CEO.

Acts as a positive role model in supporting the mission and performance goals of NorthShore Health Centers.

Maintains security and safety processes in accordance with protocols established by NSHC’s Security, Confidentiality, and Safety Policies, to ensure compliance at all times, for the well being of staff, patients and visitors.

Participates in professional development activities, and/or attends required meetings/conferences, as directed by executive leadership to keep current in health care trends and practices.

QUALIFICATIONS :
Associates degree in related field plus six years experience or 10 years senior management/CEO support experience.

Excellent verbal, written, and interpersonal communication skills.

Demonstrate professional conduct at all times

Experience with and proficiency in using Microsoft Office Suite

Demonstrated ability to show respect and sensitivity for cultural differences, promotes a harassment-free work environment, and is capable of relating to people of diverse age, ethnic, racial, cultural, and socioeconomic backgrounds.

The ability to develop and maintain professional working relationships with Executive Staff, Board Members, NorthShore staff and management, and community members.