EXECUTIVE ASSISTANT

COMMUNITY WELLNESS PARTNERS•Clinton, NY

2d•$60,000 - $70,000

About The Position

The Executive Assistant assists the President/CEO and other members of the Administrative Staff by performing confidential secretarial and administrative duties in support of the CEO and the organization’s mission and goals. The role includes board liaison and meeting support, contract coordination, Certificate of Need (CON) coordination, and day-to-day executive administrative support. The position prepares and maintains board calendars, agendas, and documentation; supports board events and communications through an electronic board portal; prepares and records minutes for board and committee meetings; and tracks board terms and attendance. It maintains a contract database, monitors renewals and expirations, tracks signatories and required documentation, and assists with specified filings. It coordinates CON submissions and works with leaders to ensure timely communication and completion, while updating grants gateway and CON system pre-qualification status. The Executive Assistant greets visitors, employees, volunteers, and residents; handles or routes information requests; schedules appointments and travel; coordinates special functions; manages schedules and follow-up files; and processes mail. The role also prepares correspondence, transcribes and takes dictation, records meeting minutes, completes forms and reports, copies and transmits documents, arranges meetings and refreshments, maintains secure and orderly filing and archival systems, reserves the board/conference room, and coordinates copier maintenance and board-room kitchen supplies. Other duties may be assigned, such as Medicaid and Medicare revalidations.

Requirements

A minimum of three to five years of related experience.
Advanced technical skills.
Excellent communication, time-management, and customer-service skills.
Proficiency in Microsoft Office products, including Publisher, Excel, and Word.
High degree of confidentiality and excellent organizational skills.
A bachelor’s degree in Business Administration or a related field is highly preferred; an associate degree with relevant experience and training may be accepted.
Equivalent military training or experience may be substituted for degree requirements.

Nice To Haves

Experience with project management is highly preferred.
Bachelor’s degree in Business Administration or a related field is highly preferred.

Responsibilities

Prepare and maintain board calendars, agendas, and documentation.
Assist in scheduling and planning special board events.
Use the electronic Board portal for efficient communications.
Prepare and take minutes for Board and Committee meetings.
Track Board terms and attendance.
Maintain the contract database and notify leaders of upcoming contract renewals and expirations.
Track contract signatories and required documentation for contract signings and renewals.
Assist with AG filings as needed, including vendor responsibility and statewide financial services filings.
Coordinate and submit CON materials.
Work with leaders to ensure timely communication and completion of CON-related work.
Update grants gateway and CON system pre-qualification status.
Greet visitors, employees, volunteers, and residents courteously and ensure appropriate treatment.
Refer information requests to appropriate administrative staff or handle them personally.
Schedule appointments, make travel arrangements, coordinate special functions, and maintain a working schedule and follow-up file for tasks and correspondence.
Receive, open, date, and distribute regular and in-house mail not marked personal and/or confidential for the President/CEO.
Write correspondence independently as requested; transcribe correspondence and take dictation.
Take meeting minutes and complete forms and reports as requested.
Copy and distribute documents or arrange for others to do so; transmit documents by fax and email.
Arrange meetings, ensure timely meeting notices, and prepare agendas and materials for Board of Directors and committee meetings.
Arrange refreshments or light meals as requested.
Maintain an orderly central filing and archival system, ensure proper storage and security of confidential information, and maintain a current file index.
Schedule and reserve the Board/Conference Room for meetings.
Schedule copier maintenance and request supplies for the board room kitchen area.
Perform other duties as assigned, such as Medicaid and Medicare revalidations.