Executive Administrative Assistant
Tiburcio Vasquez Health Center, United States
Job Description
About Us:
Tiburcio Vasquez Health Center is a non-profit community health center that is dedicated to promoting the health and well-being of our community by providing accessible, high-quality care by integrating primary care, dental care, WIC support, mental health counseling, community health education, and more.
The Executive Administrative Assistant will provide operational and administrative support to the Chief Executive Officer (CEO), and Executives on various programs and projects, and manage calendars. This role requires operating with strategic thinking, exceptional communication, and the distinct ability to drive projects forward through detailed organization and proactivity.
By working alongside the Executives, the Executive Administrative Assistant will work closely with other leaders and is uniquely poised to receive mentorship and guidance, while also gaining insight into a macro-level view of TVHC’s programs, practices, and initiatives.
Compensation: $55,000 - $63,000, depending on experience.
Responsibilities:
Administrativeand Project Management
- Performs Executive Assistant functions, helps with scheduling, complies, and drafts meeting minutes. Provides on-site and virtual support, and helps with coordinating internal and external meetings. Works closely with the CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense of the issues taking place in the environment and keeping the CEO updated. Anticipates the CEO’s needs in advance of meetings, conferences, and projects.
- Assists with the tracking and implementation of the Strategic Plan and related work plans, ad-hoc projects, and organizational initiatives.
- Facilitates communication to project teams and stakeholders internally and externally.
- Manages project teams through the project development process - needs assessment including research, goals and measures development, design, and planning.
- Manages project teams through the implementation process - team management and facilitation, stakeholder communication, training, and documentation.
- Manages project teams through the project closing process including transition planning, evaluation, and reporting.
- Completes a broad variety of administrative tasks that facilitate the CEO’s ability to effectively lead the organization, including: assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense and mileage reports.
- Promotes a sense of urgency in the planning and implementation of assigned projects so that the relevant parties are aware of the project’s milestones and objectives.
- Conserves CEO’s time by reading, researching, and drafting information. Collects and analyzes information and project activities.
- May help with Board of Directors activities and meetings, and ensures others receive high levels of customer care.
Other
- Successful performance in this role requires a self-managed and detail-oriented person with expertise in Microsoft Office, Adobe Acrobat, and virtual meeting platforms; and organizational skills, including the ability to interact and communicate successfully with people of all organizational levels, maintaining professionalism and confidentiality and exercising good judgment.
- Multitasker, high-energy individual, with the ability to juggle multiple search projects and tasks simultaneously.
- Must have the ability to work under pressure, time-sensitive deadlines, organizational skills, and demonstrate active listening.
- A high level of integrity and discretion in handling confidential information, and professionalism in dealing with leaders at, and outside of TVHC.
- Performs all duties in accordance with TVHC’s Service Excellence Standards.
- Assumes other duties, including special projects, as assigned, or needed.
The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties and expectations required of the position.
Requirements
- Associate degree required. Bachelor’s degree in communications, public health, project management or related field highly preferred.
- Minimum of two years of experience in an administrative or project management role, or commensurate experience in school or related field required.
Qualifications:
- Effective interpers