Executive Assistant to President & CEO

Family Health Center•Kalamazoo, MI

About The Position

The Executive Assistant provides one-on-one executive support to the President and CEO and reports directly to that role. Serving as the primary point of contact for internal and external constituencies on matters involving the Office of the President, the Executive Assistant also acts as a liaison to the Board of Directors and senior management, coordinates executive outreach and external relations, and oversees special projects. This is a senior-level, service-driven role in a small, entrepreneurial, mission-driven, results-driven, and community-oriented organization. The successful candidate works independently from project conception through completion and handles varied activities and confidential matters with discretion, including under pressure. The role calls for a trusted partner who supports the CEO and Board, manages complex and shifting priorities, and represents the organization professionally. It involves executive calendar and correspondence management; meeting and travel coordination; communication with Board members, donors, patients, staff, and other stakeholders; and support for executive and organizational initiatives. The position may require non-traditional hours and use of the employee’s own reliable vehicle for assigned duties.

Requirements

Must be a licensed Notary Public or eligible and willing to become one.
Valid driver’s license, clean driving record, and ability to provide a reliable personal vehicle for assigned duties.
Strong judgment and ability to balance multiple priorities realistically.
Strong written and verbal communication, administrative, and organizational skills; expert-level written and verbal communication skills.
Experience and interest in internal and external communications.
Proficiency in Microsoft Outlook, Word, Excel, and PowerPoint; Adobe Acrobat; and social media web platforms.
Strong interpersonal skills and ability to build relationships with Board members, donors, patients, staff, and other stakeholders.
Proactive problem-solving approaches and strong decision-making capability.
Emotional maturity.
Ability to work effectively as a team player and independently.
Ability to handle confidential information discreetly, adapt to competing demands, and provide a high level of customer/client service and responsiveness.
Ability to meet performance goals and deadlines in a fast-paced environment.
Forward-looking approach, including actively seeking opportunities and proposing solutions.
Five to 10 years of experience supporting C-level executives.

Nice To Haves

Bachelor’s degree strongly preferred.
Experience supporting C-level executives in a nonprofit organization preferred.

Responsibilities

Manage the President and CEO’s active calendar, appointments, electronic and physical correspondence, expense reports, meals, meeting rooms, travel arrangements, itineraries, agendas, and meeting documents.
Plan and coordinate the President’s schedule, protect and manage access to the President’s time and office, and ensure commitments are followed and respected.
Communicate directly, and on behalf of the President and CEO, with Board members, donors, patients, staff, and others regarding the President’s programmatic initiatives.
Research, prioritize, and follow up on incoming issues and concerns, including sensitive or confidential matters; determine appropriate action, referral, or response.
Support communication between the President’s office and internal departments, maintaining credibility, trust, and support with senior management.
Keep the President informed of upcoming commitments, responsibilities, and relevant issues, and follow up appropriately.
Build relationships that support organizational success and manage special projects for the President, including projects with organizational impact.
Draft acknowledgement letters, personal correspondence, and other communications that support the President’s work; edit and prepare first drafts of external communications and correspondence to donors, patients, and others.
Manage competing priorities, respond proactively and expeditiously, and follow projects through to completion under deadline pressure.
Serve as the President’s administrative liaison to the Board of Directors and assist Board members with travel, lodging, and meal planning as needed.
Maintain discretion and confidentiality in relationships with Board members and comply with bylaws and applicable rules concerning Board and committee matters, including advance distribution of meeting materials.
Participate as an adjunct member of the Executive Team, assist with meeting scheduling, and attend all Executive Team meetings.
Coordinate agendas for senior management meetings, off-sites, and all-staff meetings.
Facilitate cross-divisional coordination of travel and outreach plans.
Keep the President’s biography updated and respond to requests for materials about the President and organization.
Follow up on contacts made by the President and support ongoing relationship cultivation.