Executive Assistant, Monday-Friday, Fulltime, Onsite, Kinston NC

Kinston Community Health Center, Inc.; Kinston (NC); On-site; USD 45,000 - 65,000; Full time

Job summary

A community healthcare organization in Kinston, North Carolina, is seeking an Executive Assistant to provide high-level administrative support to the CEO. The role involves managing a complex calendar, facilitating communication with various departments, and ensuring operational efficiency through strong organizational skills. Candidates should have a high school diploma or equivalent, corporate experience, preferably supporting executive staff, and proficiency in Microsoft Office Suite. The job demands a high level of confidentiality and discretion.

Qualifications

• Experience supporting executive or senior-level professionals preferred.
• Experience in administrative support and cross-departmental communications preferred.
• Experience in healthcare, nonprofit, or community-based organizations.

Responsibilities

• Manage a highly active and complex calendar for the CEO.
• Facilitate CEO communication with the Board and internal departments.
• Prepare materials, summaries, and documentation for the CEO.

Skills

Strong written and verbal communication skills

Excellent time management skills

Highly organized with strong attention to detail

Ability to work collaboratively

Proficiency in Microsoft Office Suite

Education

High school diploma or equivalent

Associate’s degree preferred

Tools

Microsoft Outlook

Microsoft Word

Microsoft PowerPoint

SharePoint

Bookings

Job description

The Executive Assistant provides high-level administrative and operational support to the Chief Executive Officer (CEO), ensuring the efficient coordination of executive priorities, communication, and daily operations. This role manages a complex schedule, facilitates communication across departments and with the Board of Directors, and supports organizational effectiveness through strong attention to detail, sound judgment, and discretion. The Executive Assistant serves as a key liaison, helping to streamline information flow, support decision-making processes, and maintain alignment across the organization while upholding the highest standards of professionalism and confidentiality.

Qualifications

Education:

• High school diploma or equivalent required; Associate’s degree preferred.

Certifications & Licenses:

Experience:

• Experience supporting executive and/or senior level professionals preferred.
• Experience in administrative support and cross departmental communications preferred.
• Experience in healthcare, nonprofit, or community-based organizations.

Knowledge, Skills, Abilities:

• Strong written and verbal communication skills
• Demonstrates a high level of confidentiality and discretion in handling sensitive information
• Excellent time management skills with the ability to prioritize tasks and manage multiple projects and deadlines simultaneously
• Highly organized with strong attention to detail
• Ability to work collaboratively across internal departments
• Proficient in Microsoft Office Suite, including Outlook (email and calendar), Word, PowerPoint, SharePoint, and Bookings, with the ability to fully leverage tools to support efficiency and productivity

Essential Duties and Responsibilities

Executive Support & Calendar Management

• Provides comprehensive administrative support to the CEO, including managing a highly active and complex calendar, coordinating appointments, and ensuring schedules are followed and respected
• Enhances the CEO’s effectiveness by proactively managing priorities, information flow, and administrative functions with sound judgment and discretion
• Exercises sound judgment in prioritizing competing demands and aligning with the CEO’s preferences and organizational priorities
• Coordinates and schedules meetings, prepares agendas, and distributes invitations for recurring and ad hoc meetings
• Keeps the CEO well-informed of upcoming commitments, responsibilities, and deadlines, ensuring appropriate follow-up
• Arranges complex and detailed travel plans, itineraries, and agendas, and compiles documents for travel-related meetings

Communication & Coordination

• Communicates directly and on behalf of the CEO and Board of Directors on matters as required
• Serves as a gatekeeper and gateway to the CEO’s time and office, managing access with professionalism and alignment to priorities
• Acts as a liaison between the CEO and internal departments, fostering strong relationships and ensuring clear, consistent communication
• Manages the flow of information to the CEO, ensuring timely, relevant, and well-organized communication
• Represents the CEO in communications with internal and external stakeholders, maintaining professionalism and discretion
• Builds and maintains credibility, trust, and support with senior leadership and staff

Administrative & Operational Support

• Composes and prepares correspondence, reports, and executive-level documents, including confidential communications
• Prepares materials, summaries, and documentation to support the CEO’s planning and decision-making
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CEO
• Opens, sorts, and distributes incoming mail, including processing and recording payments received
• Maintains organizational calendars, including staff and boardroom scheduling
• Maintains organizational contracts in collaboration with HR and Finance
• Provides administrative support to other Chiefs and Directors as needed

Meeting & Board Support

• Records, prepares, and distributes minutes for multiple monthly meetings, including Board of Directors meetings, at least one week in advance of meetings
• Accurately record and archive minutes for all Board and Committee meetings, clearly documenting actions taken, voting results, and quorum status
• Coordinates meeting logistics, including materials preparation, scheduling, and meal arrangements
• Supports effective board operations through organization, accuracy, and timely communication
• Is familiar with HRSA Board requirements and documents; including bylaws, committee charters, board job descriptions
• Coordinate with CEO to track annual board calendar, helping to assure that all requirements are met, including board training
• Track Board member composition, ensuring the board maintains its 51% patient majority and that all members meet HRSA eligibility requirements
• Maintain records of conflict-of-interest disclosures for Board members, assuring annual completion requirement is met
• Annual and initial Board member federal exclusion verification through the OIG
• Collaborate with CEO and QCRM Director to prepare documentation for HRSA site visits, particularly regarding board authority, bylaws, and meeting minutes
• Maintain a 3-year repository of all approved board meeting minutes for review
• Schedule and support sub-committee meetings and ensure committee minutes are reported to the full Board.
• Maintain records of Board-approved policies

Project Management & Strategic Support

• Manages special projects and initiatives on behalf of the CEO, ensuring timely and successful completion
• Handles competing priorities with professionalism, proactively addressing issues and meeting tight deadlines
• Completes high-level deliverables with a hands-on approach, including drafting correspondence and executive materials
• Identifies opportunities to improve administrative processes and enhance operational efficiency

Employee Engagement & Culture

• Supports employee engagement initiatives in collaboration with the CEO and HR to foster and sustain trust in the organization and its leadership

Compliance & Professionalism

• Maintains a professional appearance, demeanor, and strong commitment to service excellence
• Demonstrates a high level of confidentiality and discretion in handling sensitive information
• Ensures compliance with HIPAA regulations and organizational policies
• Performs all other duties as assigned
• Must be able and comfortable working in a variety of settings including, but not limited to clinical environments and office spaces.
• Must be able to work nights and weekends as departmental needs arise.

Travel Requirements

• Local travel may be required for executive and administrative errands.
• Must possess a valid driver’s license and maintain a driving record that meets organizational insurance requirements.

Core Competencies

• Communication: Demonstrates strong verbal, written, and digital communication skills; able to clearly explain complex information.
• Judgment & Decision-Making: Provides thoughtful input into operational and program decisions.
• Accountability & Self-Management: Works independently and efficiently, managing multiple responsibilities with minimal supervision.
• Teamwork & Collaboration: Builds effective working relationships across teams, departments, and the community.
• Problem-Solving & Initiative: Applies critical thinking and initiative to resolve issues and improve service delivery.

Service Delivery Expectations

• Demonstrates compassion and respect in all interactions, treating patients, community members, and colleagues with dignity and cultural sensitivity.
• Supports the organization’s mission to improve the health of our communities by helping ensure services, information, and resources are accessible to those we serve.
• Communicates clearly and effectively with diverse populations while actively listening and responding to community needs.
• Maintains confidentiality and handles sensitive information with professionalism and integrity.
• Upholds organizational standards, policies, and procedures while promoting high-quality service and continuous improvement.
• Demonstrates accountability and stewardship by managing time effectively, prioritizing responsibilities, and meeting deadlines.
• Shows awareness of the community served and supports initiatives that improve access to care and health education.
• Projects a professional image and collaborates with colleagues, providing guidance or leadership when coordinating activities or supporting team efforts.
• Maintains compliance with HIPAA and patient confidentiality requirements.
• Follows workplace safety standards and infection control policies when present in clinical environments.

Physical Demands

• Prolonged periods of sitting while working at a computer and viewing screens.
• Frequent use of hands and fingers for typing, writing, and operating office equipment.
• Requires close visual acuity to perform activities such as viewing computer screens, preparing and reviewing documents.
• Occasional standing and walking, particularly during meetings or running errands.
• Ability to move throughout office and clinical spaces as needed to perform job duties.
• Ability to bend, reach, and set up materials for meetings and events as needed.
• Occasional lifting, carrying, or moving materials weighing up to 25–50 pounds.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.

Supervisory & Leadership Responsibilities

• No direct supervision, but may lead activities related to their work.

Compliance Responsibilities

As part of Kinston Community Health Center’s commitment to ethical practices and regulatory compliance, all employees are expected to:

• Act in accordance with the KCHC Employee Handbook, policies and procedures, and all applicable federal and state laws.
• Promptly report any known or suspected violations of compliance/safety standards.

These responsibilities are essential to maintaining a culture of integrity and accountability across the organization.

• Must successfully pass required background checks in accordance with organizational policy.
• Must comply with all organizational credentialing and screening requirements.