Executive Asst II-Executive Team (Full-time Hybrid, Morrisville, NC Based)

Alliance Health•Durham, NC

4d•$54,631 - $69,655•Hybrid

About The Position

The Executive Assistant II-Executive Team will provide clerical and administrative support to the Office of the Chief Executive Officer (CEO), which includes the CEO, Chief of Staff (COS), Clerk to the Board, and Board of Directors. This position provides primary support to Joint Leadership Team meetings and Executive Meetings, including meeting agendas and meeting minutes. Serving as the primary backup to the Clerk to the Board, this position plays a critical role in supporting board governance activities and board meeting operations, as well as support in maintaining official board records, and ensuring timely communication between board members, executive leadership, and external stakeholders when needed. The Executive Assistant II will serve as a liaison for Executive level leadership, in person, by email and by telephone, between the organization and persons the organization serves, employees, government and elected officials, and community representatives. Some communication/tasks require substantial discretion and confidentiality. This is a full-time hybrid opportunity. The selected candidate must reside in North Carolina and report to the Home office in Morrisville, NC on Wednesdays, for Monthly Board Meetings, the first Thursday of each month, and for business meetings as needed.

Requirements

High School degree or equivalent and seven (7) years of progressively responsible administrative experience including three (3) years of administrative or office management experience involving substantial public contact, information gathering, and writing experience;
Or Associates degree and two (2) years business administration program and four (4) years of progressively responsible administrative experience including two (2) years of administrative or office management experience involving substantial public contact, information gathering, and writing experience;
Or Bachelor’s degree in business administration, public administration, or other related fields and two (2) years of progressively responsible administrative experience including one (1) year of administrative or office management experience involving substantial public contact, information gathering, and writing experience.
Knowledge of office management techniques
Knowledge of current Microsoft programs (Word, Excel, Outlook, PowerPoint)
Excellent time management skills
Business writing skills
Event planning skills
Ability to organize office workflow and coordinate activities
Ability to do calculation, summarize, compile, and tabulate numerical material
Ability to maintain work standards of program activities
Ability to analyze and correct errors
Knowledge of board governance practices and procedures
Experience supporting executive boards or governing bodies
Records management and compliance documentation
Ability to handle highly confidential and sensitive information
Executive-level stakeholder communication and relationship management
Ability to maintain an effective working relationship with other employees and the public
Ability to communicate clearly and concisely in oral and written form

Responsibilities

Provide Administrative Support for the Office of the CEO
Proactively manage and prioritize complex calendars for the CEO and Chief of Staff, exercising sound judgment in scheduling, resolving conflicts, balancing competing priorities, and ensuring optimal use of executive time
Serve as a key liaison between the CEO, Chief of Staff, executive leadership, Board members, government officials, community partners, and internal stakeholders, facilitating effective communication, relationship management, and coordination of meetings and organizational priorities
Recommend solutions or alternatives in anticipation of challenges, potential delays, and/or risks. Conduct research, gather data, collect, and compile information, and prepare standard and custom reports
Compose correspondence and/or prepare and edit presentations as requested
Coordinate executive travel, conferences, training registrations, and related logistics, including itineraries, accommodations, expenses, and supporting documentation
Streamline Office of CEO office procedures and workflows
Create, maintain, and update filing systems, database systems, etc.
Coordinate the review, routing, tracking, and completion of documents requiring executive review, approval, or signature, ensuring timely follow-up and execution
Manage incoming correspondence, mail, inquiries, and requests directed to the Office of the CEO, exercising discretion to prioritize, route, and respond appropriately
Process executive reimbursements and expense-related documentation in a timely and accurate manner, ensuring compliance with organizational policies and procedures. (scan and email receipts and supporting documentation; enter mileage and receipts as needed)
Coordinate at least quarterly Alliance admins meetings to align admins across the organization
Provide Meeting Support for Joint Leadership Team, Executive Team and Other Meetings as Requested
Schedule and coordinate meetings by ensuring adequate space, equipment, materials, refreshments, accurate composition of agendas/minutes, maintaining calendar invitations, tracking attendance, etc.
Coordinate meetings at the request of the CEO/COS for leadership team meetings (this may include Executive strategy sessions, etc.) and may involve coordinating with off-site locations
Correspond with committee members and meeting attendees; this may require discretion and courtesy when communicating with government officials, community stakeholders, or persons Alliance serves
Archive and compile information and documents for meetings (agendas, minutes, presentations, etc.) per departmental and when applicable, NC Open Meetings Law guidelines
Assist with project coordination, timelines and follow-up items
Organize documents for Committee meetings
Board Governance and Board Operations Support
Ensure continuity of all Board of Directors and committee operations during planned and unplanned absences
Coordinate and administering board and committee meeting logistics, including scheduling, meeting notices, venue arrangements, virtual meeting support, attendance tracking, and distribution of meeting materials
Prepare, proofread, and distribute board packets, agendas, presentations, resolutions, and support documentation while ensuring accuracy, completeness, and timely delivery
Maintain official board records, including agendas, approved minutes, resolutions, board rosters, committee assignments, disclosures, attestations, and governance documentation
Support compliance with applicable board governance requirements, record retention standards, NC Open Meetings Law requirements, and organizational policies
Prepare correspondence and communications on behalf of the Board Chair, Clerk to the Board, CEO, or Chief of Staff as requested
Maintain confidentiality and secure handling of highly sensitive board information, executive communications, and protected records
General Administrative Support for the Organization
Assist at Front Desk as requested. Answer phones, greet visitors, handle incoming and outgoing mail, prepare certified mail, print stamps and labels
Records Management
Manage complex records with confidential information and reports activities; records may include highly confidential information (e.g., board member’s SSN)
Scan, archive and route records according to departmental procedure
Recommend Process Improvements
Recommend and/or revise work procedures and methods including necessary form design