Executive Assistant

Native Americans for Community Action; Flagstaff (AZ); On-site; USD 45,000 - 65,000; Full time

Job summary

Native Americans for Community Action seeks an Executive Assistant to support the CEO and leadership team in Flagstaff, AZ. You will manage the CEO’s calendar, screen calls, take messages, prepare correspondence, and assist with board meeting logistics.

You will coordinate travel, compile board packets, minutes, and reports, ensure confidentiality (HIPAA), and maintain filing systems. A Bachelor’s degree and 2 years executive assistant experience are required.

Qualifications

• Bachelor's degree required with related experience.
• Minimum two years as an executive assistant to the public or equivalent.
• Valid driver's license and background checks including fingerprinting.

Responsibilities

• Answer, screen, and forward incoming phone calls to the CEO and take messages when needed.
• Manage CEO calendar and prepare correspondence and reports.
• Attend meetings to take minutes and prepare board packets and agendas.

Skills

Executive support

Calendar management

Travel planning

Education

Bachelor's degree

Tools

MS Office

Job description

• Answer, screen, and forward incoming phone calls to the CEO and take messages when needed.
• Provide a high level of customer service to the executive team, employees, public, and outside agencies with information regarding the NACA organization.
• Manages the appointment calendar for the CEO.
• Prepares, reviews and proofreads correspondences for the CEO and develops charts and graphs.
• Attends director and leadership meetings to document all discussions and provide minutes for the CEO.
• Arranges complex and detailed travel plans, and itineraries for the CEO and Board of Directors.
• Plans, coordinate, schedule other meetings for the benefit of the organization including board meetings including the preparation of the board packet, board agenda, board minutes, compiling the month reports, and processing requisitions for the board meeting food. Maintains all board files and reports in secure filing system.
• Main contact person for reserving the NACA conference rooms outside agencies with necessary hospitality.
• Maintains the reserving of the NACA vehicle fleet for employees and coordinates the maintenance of each fleet including the required MVD vehicle registrations.
• Coordinates and assists with specialist assignments assigned by the CEO.
• Take and deliver messages and/or transfer calls to voicemail when appropriate personnel are unavailable.
• Maintain confidentiality of all information related to any client privacy (HIPAA Regulations) at all times.
• Maintain a calendar of appointments and meetings for conference rooms for NACA programs and maintain a record of all visits by other agencies.
• Participates in the Quality Improvement Program through incident reporting and identifying opportunities for improvement.
• Perform other duties as assigned.

MINIMUM REQUIREMENT

Bachelor’s degree. Two years of executive assistant’s job experience with the public or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job. Valid driver’s license. BLS and HIPAA Certification. Level I fingerprint clearance card and must pass a criminal background check.

KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge of general office practices and procedures.
• Knowledge of office record keeping and practices.
• Knowledge of composing correspondences and letters.
• Skills in greeting visitors, answering the telephone, typing, scheduling appointments/travel.
• Strong written and verbal communication.
• Excellent time management skills and ability to meet deadlines.
• Proficiency with MS software to create reports, presentations, graphs, and charts.
• Ability to analyze and prepare fiscal, financial and statical reports

Employer exercises EEOC, Veteran, and Indian preference in accordance with the Indian Preference Act.

Native Americans for Community Action

FAMILY HEALTH CENTER
1500 E Cedar Ave., Suite 26
Flagstaff, AZ 86004
928-773-1245
[e-mail]
M-F | 8am-5pm

WELLNESS CENTER
1500 E Cedar Ave., Suite 52
Flagstaff, AZ 86004
928-773-1245 ext. 221
[e-mail]
M-F | 8am-5pm

*This institution is an equal opportunity provider and employer. Full Non-Discrimination Statement.