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Executive Assistant

Company Family Health Center
Location Kalamazoo, MI 49007
Update 6 Day ago
300

Summary: Provides the highest level of general and confidential administrative support services to the President & CEO. Assists and conducts special projects and responsibilities as assigned by the President & CEO. Requires a thorough knowledge of Family Health Center's policies, procedures, protocols, and work practices. Provides overall administrative support to the leadership staff as directed by the President & CEO, while maintaining the highest level of confidentiality, diplomacy and tact.

Essential Duties and Responsibilities include the following. Performs other duties as assigned.

Responsible for performing a wide variety of administrative support duties such as preparing executive level correspondence, managing the executive calendar and meeting schedule, preparing informational packets for Board and Board Committee meetings, compiling and issuing accurate and detailed meeting minutes, and other administrative support of a confidential nature as directed by the President & CEO.

Attends and provides administrative support at Executive/Finance Board meetings and the Board of Director meetings and other meetings as designated. Coordinates refreshments for meetings as required.

Assists the President & CEO with preparation of grant documents, internal and external reporting requirements, or other similar projects as assigned by the President & CEO.

Sorts and prioritizes incoming mail for the President & CEO on a daily basis.

Reviews and screens visitors and telephone calls to the President & CEO, ascertains caller's needs and, tactfully refers the caller to the appropriate party. Requires the highest degree of tact and discretion to refer complex and/or sensitive issues or inquiries to the appropriate FHC personnel, scheduling meetings or telephone calls as appropriate.

Responsible for coordination of administrative office coverage as necessary working closely with assigned individuals to ensure that visitors are greeted and telephone calls are processed including but not limited to coverage during lunch periods.

Participates in professional development activities to keep current with administrative trends, practices, and productivity tools.

Participates and attends company-wide and departmental meetings as required.

Competencies

To perform the job successfully, an individual should demonstrate the following competencies:

Analytica l - Collects and researches data as requested; Uses intuition and experience to complement data.

Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.

Project Management - Communicates changes and progress on projects as assigned; Completes projects on time.

Technical Skills - Assesses own strengths and weaknesses; Pursues training and development opportunities; Strives to continuously build knowledge and skills; Shares expertise with others.

Customer Service - Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments.

Interpersonal Skills - Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things.

Oral Communication - Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings.

Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.

Teamwork - Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone's efforts to succeed.

Visionary Leadership - Displays passion and optimism; Inspires respect and trust; Mobilizes others to fulfill the vision; Provides vision and inspiration to peers.

Leadership - Exhibits confidence in self and others; Inspires and motivates others to perform well; Effectively influences actions and opinions of others; Accepts feedback from others; Gives appropriate recognition to others.

Quality Management - Looks for ways to improve and promote quality; Demonstrates accuracy and thoroughness.

Business Acumen - Understands business implications of executive decisions; Aligns work with strategic goals.

Cost Consciousness - Works within approved budget; Conserves organizational resources.

Diversity - Demonstrates knowledge of EEO policy; Shows respect and sensitivity for cultural differences; Educates others on the value of diversity; Promotes a harassment-free environment; Supports Affirmative Action.

Ethics - Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values.

Organizational Support - Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization's goals and values; Benefits organization through outside activities.

Strategic Thinking - Develops strategies to assist in achieving organizational goals; Understands organization's strengths & weaknesses.

Judgment - Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions.

Motivation - Sets and achieves challenging goals; Demonstrates persistence and overcomes obstacles; Measures self against standard of excellence; Takes calculated risks to accomplish goals.

Planning/Organizing - Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Organizes or schedules other people and their tasks; Develops realistic action plans.

Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.

Quality - Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality.

Quantity - Meets productivity standards; Completes work in timely manner; Strives to increase productivity; Works quickly.

Safety and Security - Observes safety and security procedures; Determines appropriate action beyond guidelines; Reports potentially unsafe

conditions; Uses equipment and materials properly.

Adaptability - Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.

Attendance/Punctuality - Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives early for meetings and appointments. At times, required to work extended hours to meet the responsibilities of the position.

Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals; Completes tasks on time or notifies appropriate person with an alternate plan.

Initiative - Undertakes self-development activities; Seeks increased responsibilities; Looks for and takes advantage of opportunities; Asks for and offers help when needed.

Innovation - Displays original thinking and creativity; Meets challenges with resourcefulness; Generates suggestions for improving work; Develops innovative approaches and ideas; Presents ideas and information in a manner that gets others' attention.

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

Requires an Associates Degree as an Administrative Assistant or experience commensurate with a degree; Bachelors Degree encouraged. In addition, requires ten plus years of related experience preferably in a healthcare setting with experience at the executive level.

Language Skills

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from the Board of Directors, the executive leadership team, groups of managers, patients, and/or the general public.

Mathematical Skills

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

Reasoning Ability

Ability to solve practical problems and deal with a variety of variables. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Computer Skills

To perform this job successfully, must have an advanced skill level with Microsoft Office and able to utilize Word, Excel and create PowerPoint presentations. Must be able to learn additional software as required by the position. Must be able to type at a minimum level of 65 w.p.m.

Certificates, Licenses, Registrations

Must be a licensed Notary Public or eligible and willing to become a Notary Public.

Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this position, the employee is regularly required to use hands to finger, handle, or feel. The position also requires the ability to talk and hear as required. The employee is frequently required to sit working at a desk on a PC. The employee is occasionally required to walk; reach with hands and arms; or stoop. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, color vision and ability to adjust focus.

Work Environment The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually quiet to moderate.

Job Type: Full-time

Required education:

  • Associate