Executive Assistant

First Choice Community Healthcare INC•South Valley, NM

1d•Hybrid

About The Position

The Executive Assistant (EA) to the Chief Executive Officer (CEO) is a trusted partner who ensures the CEO’s time, priorities, and communications are aligned to advance organizational goals. In addition to managing complex calendars and meeting logistics, this role provides administrative and project support for executive initiatives, Board activities, and grant-related coordination. The EA also supports effective external communication by helping coordinate outreach and follow-up with legislators, agency partners, and other key stakeholders—always with excellent judgment, discretion, and professionalism. Under general supervision, coordinates, oversees, and performs a wide variety of administrative, operational, and project support functions for the CEO. Work may include highly confidential matters; maintaining strict confidentiality of sensitive and privileged information is essential. This position also provides administrative support to the Board of Directors (e.g., agendas, minutes, meeting materials, and follow-up) and helps ensure timely completion of executive priorities. The role is full-time and may include occasional evenings and/or local travel, based on Board and organizational needs.

Requirements

High school diploma or GED required.
Bachelor's or master's degree preferred; equivalent combination of education and experience considered.
Three to five years of progressively responsible executive administrative experience supporting senior leadership; experience supporting a CEO and/or Board of Directors strongly preferred.
Experience coordinating projects, timelines, and cross-functional stakeholders; nonprofit, healthcare, public sector, and/or grant-funded environment experience a plus.
Exceptional organizational skills with the ability to establish priorities, manage competing deadlines, and proactively solve problems.
Excellent verbal and written communication skills, including the ability to draft polished correspondence and briefing materials.
Demonstrated ability to manage complex calendars, schedule meetings, and coordinate travel logistics with attention to detail.
Strong judgment and the ability to handle sensitive and confidential information with discretion and professionalism.
Ability to coordinate meeting workflows end-to-end (agendas, materials, minutes, action items, and follow-up) for executive and Board settings.
Project coordination skills, including tracking deliverables, maintaining workplans, and communicating status updates to stakeholders.
Ability to support grant-related coordination tasks (calendaring, documentation, internal follow-up, and report assembly) with high accuracy and timeliness.
Experience working with external stakeholders (e.g., community partners, agency contacts, and legislators) and maintaining professional relationships.
Proficiency with Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams) and comfort learning new systems quickly.
Ability to gather, organize, and analyze basic data and produce clear reports and summaries.

Nice To Haves

Bachelor's or master's degree preferred; equivalent combination of education and experience considered.
Experience supporting a CEO and/or Board of Directors strongly preferred.
Nonprofit, healthcare, public sector, and/or grant-funded environment experience a plus.

Responsibilities

Serve as a primary point of contact for the CEO’s office; professionally screen and route calls, visitors, and correspondence using sound judgment and discretion.
Manage a complex CEO calendar, including prioritization, scheduling, confirmations, and proactive conflict resolution; ensure the CEO is prepared with relevant materials and context.
Coordinate travel and logistics for the CEO (and others as assigned), including itineraries, reservations, meeting locations, and day-of troubleshooting.
Plan, organize, and facilitate meetings and special events; draft agendas, assemble materials, take and distribute minutes when requested, track action items, and provide follow-up to ensure timely completion.
Provide administrative support to the Board of Directors and assigned committees, including scheduling, meeting preparation, minutes, document management, and coordination with Board members.
Draft, edit, proofread, and format high-quality correspondence, reports, presentations, and other materials on behalf of the CEO; manage version control and approvals.
Support executive initiatives by coordinating workplans, timelines, meeting cadences, and status updates; track deliverables and escalate risks/constraints appropriately.
Assist with grant coordination activities as assigned, such as maintaining grant calendars and files, supporting application and reporting timelines, compiling required attachments, and coordinating internal data/document requests with program and finance teams.
Support external communications by coordinating outreach, scheduling, briefing materials, and follow-up with legislators, agency partners, and other key stakeholders on behalf of the CEO; maintain accurate contact lists and interaction logs as appropriate.
Maintain organized electronic and paper filing systems; gather, enter, and update data to support records, reporting, and efficient retrieval of information.
Coordinate day-to-day administrative and operational needs for the CEO’s office, collaborating with internal departments to resolve issues and ensure smooth workflows.
Supervise and support the Administration Building Administrative Assistant; provide back-up support and fill in as needed (e.g., phones, reception, and processing mail) to ensure continuity of front office and administrative operations.
Enhance professional growth and development through participation in educational programs, current literature, in-service meetings, and workshops.
Perform other job-related duties as assigned.