Executive Assistant, Monday-Friday, Fulltime, Onsite, Kinston NC

Kinston Community Health•Kinston, NC

5h•Onsite

About The Position

The Executive Assistant provides high-level administrative and operational support to the Chief Executive Officer (CEO), ensuring the efficient coordination of executive priorities, communication, and daily operations. This role manages a complex schedule, facilitates communication across departments and with the Board of Directors, and supports organizational effectiveness through strong attention to detail, sound judgment, and discretion. The Executive Assistant serves as a key liaison, helping to streamline information flow, support decision-making processes, and maintain alignment across the organization while upholding the highest standards of professionalism and confidentiality.

Requirements

High school diploma or equivalent required; Associate’s degree preferred.
Experience supporting executive and/or senior level professionals preferred.
Experience in administrative support and cross departmental communications preferred.
Experience in healthcare, nonprofit, or community-based organizations.
Strong written and verbal communication skills
Demonstrates a high level of confidentiality and discretion in handling sensitive information
Excellent time management skills with the ability to prioritize tasks and manage multiple projects and deadlines simultaneously
Highly organized with strong attention to detail
Ability to work collaboratively across internal departments
Proficient in Microsoft Office Suite, including Outlook (email and calendar), Word, PowerPoint, SharePoint, and Bookings, with the ability to fully leverage tools to support efficiency and productivity
Must possess a valid driver’s license and maintain a driving record that meets organizational insurance requirements.
Must successfully pass required background checks in accordance with organizational policy.
Must comply with all organizational credentialing and screening requirements.

Nice To Haves

Relevant certifications a plus.

Responsibilities

Provides comprehensive administrative support to the CEO, including managing a highly active and complex calendar, coordinating appointments, and ensuring schedules are followed and respected
Enhances the CEO’s effectiveness by proactively managing priorities, information flow, and administrative functions with sound judgment and discretion
Exercises sound judgment in prioritizing competing demands and aligning with the CEO’s preferences and organizational priorities
Coordinates and schedules meetings, prepares agendas, and distributes invitations for recurring and ad hoc meetings
Keeps the CEO well-informed of upcoming commitments, responsibilities, and deadlines, ensuring appropriate follow-up
Arranges complex and detailed travel plans, itineraries, and agendas, and compiles documents for travel-related meetings
Communicates directly and on behalf of the CEO and Board of Directors on matters as required
Serves as a gatekeeper and gateway to the CEO’s time and office, managing access with professionalism and alignment to priorities
Acts as a liaison between the CEO and internal departments, fostering strong relationships and ensuring clear, consistent communication
Manages the flow of information to the CEO, ensuring timely, relevant, and well-organized communication
Represents the CEO in communications with internal and external stakeholders, maintaining professionalism and discretion
Builds and maintains credibility, trust, and support with senior leadership and staff
Composes and prepares correspondence, reports, and executive-level documents, including confidential communications
Prepares materials, summaries, and documentation to support the CEO’s planning and decision-making
Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CEO
Opens, sorts, and distributes incoming mail, including processing and recording payments received
Maintains organizational calendars, including staff and boardroom scheduling
Maintains organizational contracts in collaboration with HR and Finance
Provides administrative support to other Chiefs and Directors as needed
Records, prepares, and distributes minutes for multiple monthly meetings, including Board of Directors meetings, at least one week in advance of meetings
Accurately record and archive minutes for all Board and Committee meetings, clearly documenting actions taken, voting results, and quorum status
Coordinates meeting logistics, including materials preparation, scheduling, and meal arrangements
Supports effective board operations through organization, accuracy, and timely communication
Is familiar with HRSA Board requirements and documents; including bylaws, committee charters, board job descriptions
Coordinate with CEO to track annual board calendar, helping to assure that all requirements are met, including board training
Track Board member composition, ensuring the board maintains its 51% patient majority and that all members meet HRSA eligibility requirements
Maintain records of conflict-of-interest disclosures for Board members, assuring annual completion requirement is met
Annual and initial Board member federal exclusion verification through the HHS OIG
Collaborate with CEO and QCRM Director to prepare documentation for HRSA site visits, particularly regarding board authority, bylaws, and meeting minutes
Maintain a 3-year repository of all approved board meeting minutes for review
Schedule and support sub-committee meetings and ensure committee minutes are reported to the full Board.
Maintain records of Board-approved policies
Manages special projects and initiatives on behalf of the CEO, ensuring timely and successful completion
Handles competing priorities with professionalism, proactively addressing issues and meeting tight deadlines
Completes high-level deliverables with a hands-on approach, including drafting correspondence and executive materials
Identifies opportunities to improve administrative processes and enhance operational efficiency
Supports employee engagement initiatives in collaboration with the CEO and HR to foster and sustain trust in the organization and its leadership
Maintains a professional appearance, demeanor, and strong commitment to service excellence
Demonstrates a high level of confidentiality and discretion in handling sensitive information
Ensures compliance with HIPAA regulations and organizational policies
Performs all other duties as assigned