Executive Assistant

El Centro Family Health•Santa Fe, NM

13d•Onsite

About The Position

This listing is on-site at our Administrative Building in Espanola, New Mexico Under the direction of the Chief Executive Officer (CEO), the Executive Assistant plays a key role in providing high-level administrative support to the CEO and ensuring the smooth operation of the executive office. This position is responsible for managing communications, organizing meetings, preparing reports, and assisting with special projects. The Executive Assistant will handle sensitive information with the utmost confidentiality, ensuring that all assignments and tasks are completed efficiently and professionally. This role requires exceptional organizational skills, attention to detail, and the ability to prioritize effectively in a fast-paced environment.

Requirements

5+ years of experience in an executive assistant or administrative support role.
Exceptional written and verbal communication skills, with the ability to convey information clearly and professionally.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and other standard office technologies.
Strong organizational and administrative skills, including calendar coordination, meeting and event planning, document preparation, and records management.
Ability to manage multiple priorities simultaneously and maintain composure in high-pressure situations.
High level of emotional intelligence, strong listening skills, and the ability to respond thoughtfully and appropriately in varying situations.
Ability to anticipate needs, exercise sound judgment, and offer proactive solutions.
Professionalism and discretion in handling sensitive and confidential information.

Nice To Haves

Associate's degree in business administration or a related field.
Experience with healthcare regulations or working in a healthcare environment is a plus.

Responsibilities

Manage and maintain the CEO's daily calendar, including scheduling appointments, prioritizing commitments, and coordinating domestic and/or international travel and lodging arrangements.
Serve as the primary point of contact for the CEO by screening and prioritizing incoming calls, correspondence, and visitors, ensuring efficient use of executive time and adherence to organizational policies.
Prepare, draft, and format correspondence, reports, memoranda, presentations, technical documents, and other materials for the CEO and Senior Team; review documents for accuracy and completeness prior to executive approval.
Coordinate, organize, and attend executive and major organizational meetings, including preparing and distributing materials, managing logistics, and recording accurate meeting minutes with clear documentation of decisions and action items.
Compile, analyze, and prepare briefing materials and background information for meetings, conferences, reports, and strategic discussions with internal and external stakeholders.
Maintain organized electronic and hard-copy filing systems; retrieve records as needed; manage electronic communications to support efficient office operations.
Demonstrate a strong commitment to customer service by fostering positive patient and customer relations, ensuring respect for individual rights, needs, and confidentiality at all times.
Support organizational effectiveness by assisting other departments and Senior Team members as needed and contributing to cross-functional initiatives.
Perform other administrative and related duties as assigned, in accordance with the employee's job description and the ECFH Code of Ethics Policy.