Executive Assistant

Open Cities Health Center•Saint Paul, MN

1d•$69,000 - $72,000

About The Position

The Executive Administrative Assistant/Office Manager provides comprehensive administrative support to the CEO and Executive Leadership team, as well as support for the Board of Directors. This role is responsible for managing the day-to-day operations of the administrative office, coordinating meetings and events, managing various files and records, and assisting other departments as needed. The position requires a high level of organization, attention to detail, and the ability to handle sensitive information with confidentiality and integrity.

Requirements

At least four (4) year’s experience in an Executive Assistant, Upper Management required.
Must be able to work effectively both independently and with others; must be able to manage multiple and overlapping projects.
Excellent writing and computer skills, including proficiency with cloud-based MS applications, competency with new and emerging software applications, and experience with traditional computer and secretarial basics (typing, mail merges, label creation, correspondence, internet research, etc.).
Digital fluency with Microsoft applications including Teams and SharePoint, ability to learn and help others with software programs, including internet navigation and Microsoft Office Suite (Outlook, Excel, Word, PowerPoint), Adobe Acrobat proficiency required.
Cultural competency and interest in health care equity, social justice, social media, and public health.
Ability to keep sensitive information confidential and function with honesty and integrity.
Must have excellent interpersonal skills and the ability to appropriately communicate with individuals at all professional levels; must be able to stay calm and communicate clearly in stressful situations.
High attention to detail; strong reading comprehension and basic mathematical skills.

Responsibilities

Provides administrative support for the CEO and Executive Leadership team to include scheduling, taking meeting minutes, preparing mailings, preparing presentations, proposals, grants, and other administrative support.
Under the direction of the CEO, provides support for the Board of Directors, including arranging meeting logistics, contacting board members, taking meeting minutes, preparing board packets, and other clerical support. Maintains and distributes an updated schedule of board and board committee meetings.
Is responsible to maintain and categorize all Board of Directors files and materials including updating membership and committee rosters, full-board and committee meeting minutes, board resolutions, new board member manuals and other board materials.
Manages the day-to-day operations of the administrative office.
Opens and distributes OCHC mail daily.
Assists the Human Resources Manager with credentialing and privileging, onboarding, offboarding, appointment scheduling, meetings, open enrollment, reporting, employee rosters, workplans, and other support as needed.
Provides clerical support to the Quality Improvement Committee and other OCHC committees as assigned.
Prospects for grants and assists in the writing, tracking, and development of grants.
Coordinates meetings, luncheons, conferences, etc. including scheduling, preparing agenda, distributing reminders, and arranging for refreshments, conference room reservations, and transportation/lodging as needed.
Updates and maintains clinic bulletin boards (quality, HR, other).
Organizes and maintains the master policy files and share drive files.
Works with facilities to ensure that rooms are prepared for various meetings and events.
Assists the finance department with deposits, spreadsheets, and other support as needed.
Orders office and clinic supplies and maintains an inventory system.
Maintains a master calendar of clinic meetings and events.
Develops a system and manages and maintains OCHC’s electronic historical, grant, personnel, administrative, and financial files.
Maintains records, reports, and files.
Manages workspace assignments, key inventory, and other related activities.
Performs special projects as may arise from time-to-time.
Other duties as reasonably assigned.