Executive Assistant to the CEO

This position coordinates the administrative operation of the Office of the Chief Executive Officer (CEO) and provides direct administrative support to the CEO.

• Coordinates communication between the CEO and others, including department managers, outside agencies, Board members, clients and community representatives. 
• Assists the CEO with management, legal, programmatic and operational issues affecting both the organization and its community constituency;  Acts as liaison and follows-up on the CEO’s behalf , may represent the CEO in dealing with employees and stakeholders.
• Prepares, researches, edits and formats correspondence, reports and presentations on behalf of the CEO;  Oversees one or more special programs of significant importance to the District and/or the community. 
• Independently interacts with public officials, Board members, agency managers, and members of the public in accordance with instructions of the CEO and maintains positive public image.
• Responds to both written and telephone concerns and inquiries from the public, other personnel, and outside agencies; resolves the concern or directs to appropriate entities.
• Coordinates office management functions with other administrative assistants to ensure smooth and effective day-to-day operations of Executive Suite.
• Maintains, organizes, and coordinates detailed and busy calendar for CEO and office activities such as staff schedules, travel, meetings, appointments, deadlines, and project/program schedules. Coordinates and maintains public meeting calendar, including District Board meetings.
• Acts as liaison with the Board of Directors, internal departments and outside agencies, gathering and relaying information as needed. Maintains appropriate level of confidentiality regarding communications between Board members, public officials, and executive staff.
• Tracks matters in process with legal counsel and maintains database of projects.
• Assembles meeting packets, including Board of Director books.
• Tracks and manages the administrative budget and coordinates procurement of office supplies and other materials. Researches and acquires vendor proposals for supplies and materials and supply inventory; processes ordering of such.
• Effectively coordinates the District Board Agenda Process, including tracking outstanding planned topics, assigning deadlines, verifying approval channels and committees and reviewing prepared documents for proper format and clarity.
• Composes and/or transcribes meeting minutes when necessary for the Board of Directors.
• Screens and manages the proper chain of command and signature authority levels on documents.
• Effectively operates a variety of modern office equipment in performing essential functions, i.e., copy machines, facsimile machines, telephone systems, transcriber, recording equipment, binders, calculators, computers, and printers;  Effectively maintains, updates, retains and manages department filing system, to include retrieving files, records, reports, and charts as directed.
• Effectively assists other employees by relaying instructions, coordinating efficient workflow and requesting information as needed.
• Processes, sorts, and distributes incoming and outgoing mail when applicable.
• Distributes communication concerning policy and procedures, directories, mailing lists, department lists, and files as applicable to assigned department. 

Associate’s Degree in business management, communications or related area required;  Bachelor’s degree preferred.

Five (5) years’ experience performing advanced administrative functions in support of senior executives.  Advanced administrative experience supporting high level management positions required. Advanced administrative experience providing executive level support in a governmental or health care setting preferred. Must demonstrate expert level personal computer, organizational skills, and office administrative skills and the ability to perform advanced administrative support functions. Considerable knowledge of public or health administration, medical, and/or legal terminology is highly desirable.

The Health Care District is an Equal Employment Opportunity Employer and maintains a Drug Free Workplace.  Qualified individuals with disabilities who require an accommodation to participate in the application process should contact Human Resources. Veterans preferred.