EXECUTIVE ADMINISTRATIVE ASSISTANT

Alivio Medical Center•Chicago, IL

7d•$50,000 - $60,000•Onsite

About The Position

The Executive Administrative Assistant provides detail orientated administrative/clerical support to the CEO in executing day-to-day operational activities of the agency; will work with minimal instruction or supervision. Must be able to establish and keep a confidential working relationship. Deals with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize and organize a diversified workload. This position calls for excellent computer, organizational and communication skills. 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.

Requirements

At least two years of college and two years of responsible office experience.
Prior Community Health Center experience preferred.
Bilingual and/or Bilingual/Bicultural – English/Spanish
Hold knowledge of a variety of computer software applications in word processing, spreadsheets, databases, and presentation software.
Contain a high level of interpersonal skills to handle sensitive and confidential situations.
Position continually requires demonstrated poise, tact, and diplomacy.
Analytical skills are required to gather and summarize data for reports, find solutions to various administrative problems, and prioritize work.
Establish and maintain effective working relationships with coworkers, subordinates, and the general public.
Flexible and able to handle multiple responsibilities.

Nice To Haves

Prior Community Health Center experience preferred.

Responsibilities

Coordinates and maintains the schedule of the CEO, including meetings, travel, arrangements, and conferences, meeting regularly to identify and schedule priority work assignments.
Arranges and provides support for regularly scheduled meetings, including Board of Director’s meeting and Executive and Finance Committee meetings. Support includes but is not limited to notification of meetings, preparation of agenda and other written materials, obtaining refreshments, securing room set-up and recording and preparing minutes.
Manages Institutional File
Manages Copies of Contracts, in both the Institutional File and the Compliance Software
Assists as directed with other committee meetings, notifications and follow- up, minutes, committee projects, and agendas.
Composes letters and memos as directed.
Maintains all filing systems, including databases, in an organized manner as directed.
Maintains the Board of Directors annual calendar, list and slate.
Efficiently, effectively and timely answers phone calls politely and positively, and forwards callers to appropriate staff member, or takes accurate messages that are promptly delivered to the appropriate staff member.
Creates and develops visual presentations for the CEO as requested.
Types and designs general correspondence, memos, charts, tables, graphs, business plans, etc.
May be asked to attend some meetings, seminars, etc., possibly to take notes or furnish information.
Must be able to work with minimal supervision on accurately updating financial or demographic data by creating or using existing spreadsheets and data sheets.
Responsible for maintaining official documents and records in appropriate files.
May receive visits or calls regarding complaints, which may be resolved or referred to proper person for resolution.
Manages conference room reservations of all sites.
Assists with managing requests from the Alivio Medical Center website.
Assists with planning and executing annual events and activities.
Assists all departments with conference registration and travel arrangements.
Coordinates the HRSA agency On Site Visit every three years; schedules preparatory meetings and ensures all documents requested are collected, organized, and delivered to HRSA Review Team Lead by the deadline.
Ensures administrative policies and procedures are up to date and schedules policy review and approval from the board of directors as needed.
Completes Lobbyist registration annually and files lobbyist expenditure reports bi-weekly.
Additional and/or alternative duties may be assigned from time to time in the sole discretion of the CEO.
This position requires compliance with all of Alivio’s written standards, including its Standards of Conduct, Joint Commission standards, all policies and procedures and Corporate Compliance requirements. Compliance will be considered as part of the regular performance evaluation.