Executive Assistant (52035)

HealthLinc; Valparaiso (IN); On-site; USD 55,000 - 75,000; Full time

Job summary

HealthLinc in Valparaiso, IN is seeking an experienced administrative professional to support the CEO and the Executive Leadership Team in a day-shift, full-time role. You will manage calendars, schedule meetings, prepare materials, and coordinate travel and events while handling confidential information with discretion.

This role requires proactive problem solving, strong communication, and a commitment to patient-centered care within a nonprofit healthcare setting.

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 and proficiency with Microsoft Office.

Responsibilities

• Provide administrative support to the CEO and Executive Leadership Team.
• Manage executive calendars, including scheduling meetings, appointments, presentations, and strategic priorities.
• Anticipate executive needs and identify scheduling conflicts, deadlines, and prep requirements.
• Prepare meeting materials, agendas, presentations, reports, and correspondence for executive leadership.
• Coordinate and track follow-up activities from executive meetings and assignments.

Skills

Customer service

Coordination & scheduling

Verbal communication

Written communication

Time management

Education

Associate degree in business administration, healthcare administration, communications, or related field

Bachelor's degree preferred

Tools

Microsoft Office

PolicyTech

Adobe Acrobat

Microsoft Teams

Job description

Job Details: Job Location: Corporate - Valparaiso, IN 46383, Position Type: Full Time, Education Level: 2 Year Degree, Travel Percentage: None, Job Shift: Day, Job Category: Health Care,

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.

Qualifications: REQUIRED QUALIFICIATIONS

Education/Training

• Associate degree in business administration, healthcare administration, communications, or related field
• Bachelor's degree preferred

Experience

• Experience in nonprofit and/or Federally Qualified Health Centers
• Demonstrated experience supporting a CEO, President, C-suite Executives or Board of Directors

Skills/Job Requirement

• Strong customer service skills
• Strong proficiency with Microsoft Office, including Outlook, Word, Excel, PowerPoint, and Teams
• Strong organization and time managementskills with attention to detail
• Excellent written and verbal communication skills
• Coordination and scheduling skills
• Prioritization and multitasking, flexibility

Technology Skills

• 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.).