Job Description

The Administrative Support Assistant provides administrative support to the President/CEO and the Executive Administrative Assistant to the President/CEO. The selected candidate for this position must be proactive, highly-organized, detail-oriented, self-sufficient and able to work independently while carrying out numerous assignments. Responsible for organizing and coordinating personal appointments and working closely with the Executive Assistant(s) to ensure a stream-lined process to avoid meeting overlaps and conflicts. This candidate will assist with office and administrative duties, such as printing/scanning needs, creating files, organizing, etc. This candidate must be able to work confidentially as a liaison with internal employees and departments as well as outside community partners.

REPORTING RELATIONSHIPS

The position reports to the Executive Administrative Assistant to the CEO/President and works in conjunction with other Assistants to ensure the highest performance of the Executive team.

ESSENTIAL JOB DUTIES AND FUNCTIONS

While living and demonstrating our Core Values, the Administrative Assistant to the President/CEO will:

• Perform clerical/administrative duties such as managing and prioritizing email, drafting official business correspondence, and expense reporting.
• Manage an extremely active calendar of business meetings, personal appointments, and patient care days to avoid schedule conflicts; work closely with the clinical front desk manager to schedule patient appointments and patient house calls.
• Plans, coordinates, and ensures the President/CEO’s schedule is followed and respected. Provides a “gatekeeper” and “gateway” role.
• Conducts research, assesses, and gives priority to incoming issues and concerns directed to the President/CEO, handling sensitive or confidential matters. Determines the suitable course of action, referral, or response.
• Establishes a seamless communication link between the Office of the President/CEO and internal departments, showcasing leadership skills to uphold credibility, trust, and garner support from executive management staff.
• Establishes a strong and efficient collaboration with the President/CEO to provide thorough updates on forthcoming commitments and responsibilities, with diligent follow-up. Functions as a perceptive gauge, attuned to environmental issues, and ensures the President/CEO remains informed on current matters.
• Manages conflicting needs with priority, addressing matters swiftly and proactively, and ensures successful project completion, even under tight deadlines.
• Compose Powerpoint presentations for numerous presenting venues i.e. board meetings, conferences, resident didactics.
• Assist Executive Assistant(s) with arranging complex and detailed business travel, coordinating itineraries to align with executive and personal schedules, compiling documents for travel-related meetings, and submitting business travel expenses.
• Be an ambassador for the mission of the organization.
• Cross train with the other Administrative Assistants and the Governance Officer to provide back up at any time.
• HIPAA policies regarding privacy and security of patient health information will be exercised at all times.
• Ad hoc projects as assigned.

OTHER FUNCTIONS AND RESPONSIBILITIES

• Event planning and participation.
• Graduation & Orientation Committee participation.
• Assist in other areas of the organization as needed.
• Front desk phone coverage in Receptionist’s absence.
• Perform other duties as assigned.

Requirements

REQUIRED QUALIFICATIONS

• Meet The Wright Center for Community Health and its affiliated entity The Wright Center for Graduate Medical Education EOS© People Analyzer Tool
• Buy in and experience working in the EOS® model (strongly preferred)
• Mission-oriented; represents the enterprise in a professional manner while demonstrating organizational pride
• Bachelor’s degree preferred.
• Four years related experience and/or training, or equivalent combination of education and experience preferred.
• Exceptional organizational abilities, showcasing the capacity to seamlessly handle and prioritize multiple tasks with keen attention to detail.
• Exhibits highly effective interpersonal skills, fostering relationships with diverse stakeholders such as staff, patients, board members, and external partners.
• Possesses expert-level proficiency in both written and verbal communication.
• Demonstrates proactive problem-solving approaches coupled with strong decision-making skills.
• Displays emotional maturity in handling various situations.
• Functions as a highly resourceful team player while also being exceptionally effective working independently.
• Proves adept at handling confidential information discreetly and adapting to competing demands
• Shows a demonstrated ability to attain high performance goals and meet deadlines within a fast-paced environment.
• Takes a forward-looking approach, actively seeking opportunities and proposing innovative solutions.
• Patience to work through the creative process and drive to create positive outcomes.
• Excellent computer skills, as well as proficiency with Google platform, Microsoft Word, Excel and PowerPoint are required.
• Flexible schedule is required.
• Valid driver's license.
• Reliable access to an automobile or reliable access to transportation to assigned work areas.