Job Description

POSITION SUMMARY:

The Executive Assistant serves as a trusted executive partner, providing high-level, confidential administrative and governance support to the Chief Executive Officer and the Senior Leadership Team. This role requires independent judgment, discretion, and the ability to anticipate executive and organizational needs. The Executive Assistant is responsible for coordinating all Board of Directors and board subcommittee activities, ensuring accurate records, regulatory compliance, and effective governance operations for Good Neighbor Community Health Center and East Central District Health Department.

ESSENTIAL JOB FUNCTIONS:

Provides executive-level administrative, clerical, and organizational support while routinely handling highly confidential and sensitive information.

Exercises sound judgment and discretion in prioritizing requests, managing competing deadlines, and sequencing executive and board-related activities.

Serves as a gatekeeper and liaison for communications to and from the CEO, ensuring a timely, accurate, and appropriate flow of information across programs, departments, and facilities.

Coordinates and supports Board of Directors and board subcommittee meetings, including meeting notices, agenda development, preparation and distribution of materials, logistical arrangements, quorum monitoring, and follow-up actions.

Prepares, assembles, and disseminates Board of Directors packets in a timely and accurate manner using established governance and compliance standards.

Attends Board of Directors and board subcommittee meetings; records, prepares, and maintains official meeting minutes and transcripts in accordance with board bylaws and applicable regulations.

Maintains secure, orderly, and compliant electronic and physical filing systems for board and subcommittee records, ensuring document control, version management, and records retention requirements are met.

Schedules, attends, and records Senior Leadership Team meetings and other executive-level meetings as assigned; maintains compliant records of leadership deliberations and decisions.

Manages incoming correspondence and communications for executive leadership, including receipt, sorting, distribution, filing, and follow-up as appropriate.

Supports organizational communications by assisting with updates to organizational websites and social media platforms, under the guidance of the CEO, Chief Public Health Officer, and Chief Administrative Officer.

Assists with maintenance and organization of the training, policy, and compliance platforms, including document uploads, updates, and version control.

Ensures administrative equipment and resources, including postage systems, are operational and properly maintained.

Demonstrates strong awareness of data privacy, cybersecurity, and confidentiality practices related to executive, personnel, governance, and patient-related information.

Performs other executive-level administrative duties as assigned, consistent with the nature and scope of the position.

EDUCATION:

Required:

o Associate degree in Business Administration, Healthcare Administration, or a related field with a minimum of four years of progressively responsible executive or senior administrative support experience; or

o Equivalent combination of education and executive-level administrative experience demonstrating the knowledge, skills, and judgment required for the role.

Preferred:

o Bachelor's degree in Business Administration, Healthcare Administration, Public Administration, or a related field.

o Prior experience supporting executive leadership and governing boards in healthcare, public health, or nonprofit organizations.

REQUIRED SKILLS:

Advanced proficiency with Microsoft Office Suite and related productivity software.

Experience with electronic meeting platforms and collaboration tools such as Zoom, Microsoft Teams, and SharePoint.

Strong understanding of executive level administrative practices, governance processes, and records management standards.

Exceptional organizational skills and attention to detail.

Ability to exercise discretion, maintain confidentiality, and manage sensitive information.

Strong written and verbal communication skills, with the ability to interact effectively with board members, executives, staff, and external stakeholders.

Ability to multitask, prioritize work, and adapt to changing deadlines and organizational needs.

Ability to work effectively with individuals from diverse socioeconomic, cultural, and professional backgrounds.

PREFERRED SKILLS:

Previous experience working in a hospital, clinic or physician's office preferred.

Bi-lingual preferred.

SUPERVISION:

This position does not have any direct reports.

PHYSICAL REQUIREMENTS:

May require sitting for a long period of time. Some bending, lifting, stooping and stretching required. Requires normal range of hearing and eyesight. Requires eye-hand coordination and manual dexterity to operate office equipment such as computer keyboard, photocopier, telephone and calculator. Some lifting may be involved, up to 35 pounds.

LIMITATIONS AND DISCLAIMER:

Good Neighbor Community Health Center and East Central District Health Department's employees are subject to 5 USC 1502 of the Hatch Act.

The above job description is meant to describe the general nature and level of work being performed; it is not intended to be construed as an exhaustive list of all responsibilities, duties and skills required for the position.

All job requirements are subject to possible modification to reasonably accommodate individuals with disabilities. Some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees.

This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job-related requirements and to perform other job-related duties requested by East Central District Health Department/Good Neighbor Community Health Center in compliance with Federal and State Laws.

Requirements are representative of minimum levels of knowledge, skills and/or abilities. To perform this job successfully, the employee must possess the abilities or aptitudes to perform each duty proficiently. Continued employment remains on an "at-will" basis.

FTCA liability protection for medical malpractice is afforded to covered individuals by virtue of their working relationship with GNCHC, a FTCA covered entity when they are performing covered activities.

I have read and understand the duties and responsibilities for which I am responsible. The duties, responsibilities and minimum requirements have been reviewed with me and I have received a copy.

Job Types: Full-time, Part-time

Pay: $21.50 - $29.00 per hour

Expected hours: 20.0 - 40.0 per week

Benefits:

Dental insurance Flexible schedule Flexible spending account Health insurance Health savings account Life insurance Paid time off Retirement plan Tuition reimbursement Vision insurance
Work Location: In person