Codman Square Health Center

Executive Assistant

Codman Square Health Center Massachusetts, United States

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Primary Responsibilities

Executive Management

  • Schedule executive meetings and oversee meeting room schedule
  • Handle all calls for appointments with CEO, inform CEO of requests and schedule as CEO requests
  • Act as a liaison to internal and external groups
  • Maintain office supplies and equipment, tickler files, and files for Executive Office
  • Draft, pick up, route and handle correspondence as agreed with CEO (letters, memos, newsletters, flyers and reports)
  • Prepare and disseminate Board meeting and Senior Management meeting minutes and follow-up procedures
  • Ensure executive office mandatory training compliance and documentation

Staff Newsletter

  • Produce and distribute the internal staff newsletter

Handle Events and Meetings

  • Elicit information from CEO and other participants on the particulars of meeting and needs and coordinate satisfying those needs
  • Assist others with arrangements for events in which CEO will participate as needed
  • Schedule meetings for executive office as requested
  • Handle any invoices or other billings for the executive office functions
  • Assist Chief of Staff as meeting planner with external visiting groups

Other related duties

  • Organize farewell events for departing staff as requested
  • Complete forms to nominate community and/or health center personnel for awards as appropriate or requested
  • Assist Board members with related community activities
  • Work with Chief of Staff to administer donated funds
  • Other duties and/or other locations as assigned

Qualifications

Qualifications and Skills

  • High school graduate with formal training in business or secretarial support.
  • An associate or bachelor's degree or equivalent experience preferred.
  • Required skills include word processing, proficiency with excel spreadsheets, access database a plus, strong written and ability to use specialized software for scheduling, attendance management, and reporting and electronic document review.
  • Excellent analytical and problem-solving skills with attention to detail.
  • Ability to maintain confidentiality.
  • Ability to work with regulatory personnel and program directors.
  • Proficient with Microsoft office with advanced knowledge of Excel and PowerPoint.
  • Seniority level

    Entry level
  • Employment type

    Full-time
  • Job function

    Administrative
  • Industries

    Administrative and Support Services

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