Executive Assistant

Healthlinc; Valparaiso (IN); On-site; USD 55,000 - 85,000; Full time

Job summary

HealthLinc seeks an Executive Assistant to provide high level administrative, organizational, and operational support to the CEO and HealthLinc Executive Leadership team. This position partners with leadership, the Board, and internal/external stakeholders to coordinate priorities, meetings, schedules, and processes in a fast-paced environment.

On-site at the corporate office in Valparaiso, IN. The role requires exceptional judgment, discretion, organization, and communication, with the ability

Qualifications

• Associate degree in business administration, healthcare administration, communications, or related field.
• Bachelor's degree preferred.
• Experience in nonprofit and/or Federally Qualified Health Centers.
• Demonstrated experience supporting a CEO, President, C-suite Executives or Board of Directors.
• Strong customer service skills.
• Strong proficiency with Microsoft Office, including Outlook, Word, Excel, PowerPoint, and Teams.
• Strong organization and time management skills with attention to detail.
• Excellent written and verbal communication skills.
• Coordination and scheduling skills.
• Prioritization and multitasking, flexibility.
• Operate a multi-line phone system and other office equipment including printers, fax machines, etc.
• Basic software skills (Microsoft Office, PolicyTech, Adobe Acrobat, online sources, etc.).

Responsibilities

• Provide comprehensive administrative support to the CEO and Executive Leadership Team.
• Manage and coordinate executive calendars, including scheduling meetings, appointments, presentations, and strategic priorities.
• Anticipate executive needs and proactively identify scheduling conflicts, deadlines, preparation requirements, and follow up items.
• Prepare meeting materials, agendas, presentations, reports, correspondence, spreadsheets, and other documents for executive leadership.
• Coordinate and track follow up activities resulting from executive meetings and assignments.
• Maintain organized executive files, records, correspondence, and confidential information.
• Monthly reporting and Exclusion Checks.
• Maintain the partner, dignitary, and community partner list and assist with targeted communication.
• Assist with coordination of leadership retreats, strategic planning sessions, organizational meetings, and other special events.
• Reserve conference rooms, catering, materials and all other meeting requirements.
• Serve as a professional ambassador for HealthLinc and responsible for corporate facility oversight.
• Maintain office supplies and other resources.
• Assist with expense reporting.
• Assist with site coordination for corporate communication and site visits when necessary.
• Assist with project management as needed.
• Coordinate domestic travel arrangements for the CEO and Executive Leadership team, including transportation, lodging, itineraries, and meeting logistics while maintaining appropriate documentation and records.

Skills

Executive support

Calendar management

Communication

Discretion

Organizational skills

Microsoft Office

Problem solving

Prioritization

Education

Associate degree

Bachelor's degree preferred

Tools

Microsoft Office

PolicyTech

Adobe Acrobat

Job description

The Executive Assistant provides high level administrative, organizational, and operational support to the Chief Executive Officer and HealthLinc Executive Leadership team. This position serves a trusted partner to executive leadership and is responsible for ensuring that priorities, meetings, communications, schedules, and administrative processes are coordinated effectively and professionally. This position works closely with the CEO, Executive Leadership, Board of Directors, and internal and external stakeholders. The position requires exceptional judgment, discretion, organization, communication, and the ability to anticipate needs and manage multiple priorities in a complex, fast paced environment. This position is not remote and requires the person to be at the Corporate office.JOB RESPONSIBILITIES:Provide comprehensive administrative support to the CEO and Executive Leadership Team.Manage and coordinate executive calendars, including scheduling meetings, appointments, presentations, and strategic priorities.Anticipate executive needs and proactively identify scheduling conflicts, deadlines, preparation requirements, and follow up items.Prepare meeting materials, agendas, presentations, reports, correspondence, spreadsheets, and other documents for executive leadership.Coordinate and track follow up activities resulting from executive meetings and assignments.Maintain organized executive files, records, correspondence, and confidential information.Monthly reporting and Exclusion Checks.Maintain the partner, dignitary, and community partner list and assist with targeted communication.Assist with coordination of leadership retreats, strategic planning sessions, organizational meetings, and other special events.Reserve conference rooms, catering, materials and all other meeting requirements.Serve as a professional ambassador for HealthLinc and responsible for corporate facility oversight.Maintain office supplies and other resources.Assist with expense reporting.Assist with site coordination for corporate communication and site visits when necessary.Assist with project management as needed.Coordinate domestic travel arrangements for the CEO and Executive Leadership team, including transportation, lodging, itineraries, and meeting logistics while maintaining appropriate documentation and records.All HealthLinc staff is committed to engage in quality improvement initiatives that align with and support Patient-Centered Medical Home (PCMH).Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.REQUIRED QUALIFICIATIONSEducation/TrainingAssociate degree in business administration, healthcare administration, communications, or related fieldBachelor's degree preferredExperienceExperience in nonprofit and/or Federally Qualified Health CentersDemonstrated experience supporting a CEO, President, C-suite Executives or Board of DirectorsSkills/Job RequirementStrong customer service skillsStrong proficiency with Microsoft Office, including Outlook, Word, Excel, PowerPoint, and TeamsStrong organization and time management skills with attention to detailExcellent written and verbal communication skillsCoordination and scheduling skillsPrioritization and multitasking, flexibilityTechnology SkillsOperate a multi-line phone system and other office equipment including printers, fax machines, etc.Basic software skills (Microsoft Office, PolicyTech, Adobe Acrobat, online sources, etc.).