Executive Assistant to Executive Management Team

Neighborhood Health Association of Toledo, Inc.; Toledo (OH); On-site; USD 42,000 - 68,000; Full time

Job summary

Neighborhood Health Association (NHA) is seeking an Executive Assistant to support the Executive Management Team. The role involves coordinating communications, preparing documents, organizing meetings, maintaining records, and managing office resources with confidentiality and professionalism.

The ideal candidate will be detail-oriented, highly organized, with the ability to handle multiple priorities in a fast-paced environment and provide excellent customer service to staff, partners, and

Qualifications

• Excellent verbal and written communication skills essential.
• A high school diploma or equivalent is required; associate/bachelor’s degree preferred.
• Proficient in MS Office; capable of producing documents, spreadsheets, and presentations.

Responsibilities

• Perform a full range of moderate to complex clerical and secretarial tasks.
• Coordinate with leadership on documents, meetings, and records.
• Manage office resources, files, purchasing, and compliance activities.
• Prepare correspondence, reports, and promotional materials using MS Office tools.
• Schedule meetings and handle communications with staff, partners, and visitors.

Skills

Verbal and written communication

MS Office proficiency

Typing 45 wpm

Education

High school diploma or equivalent

Associate or bachelor’s degree preferred

Tools

MS Word

MS Excel

MS Outlook

Presentation software

Job description

General Function:

Neighborhood Health Association (NHA) is seeking a highly organized and dependable Executive Assistant to Executive Management Team to support daily administrative operations. This role provides a variety of moderate to complex administrative support tasks and works closely with leadership and management team members to ensure efficient office operations. The ideal candidate is detail-oriented, professional, and able to manage multiple priorities in a fast-paced environment.

Position Overview:

This role assists leadership and staff by coordinating communications, preparing documents, organizing meetings, maintaining records, and managing office resources. The Executive Assistant to Executive Management Team helps facilitate smooth organizational workflows while maintaining professionalism, confidentiality, and a high level of customer service for staff, partners, and visitors.

Key Responsibilities:

• A full range of moderate to complex clerical and secretarial assignments involving the use of judgment and discretion.
• Projects are of moderate scope and complexity, such as completion of small to medium sized projects.
• Day to day work is performed without general instruction, including new or unusual assignments. Independence and initiative are required.
• Assignments and projects often involve coordinating with other work groups to gather routine information or solve problems.
• Knowledge of applicable organizational infrastructure, policies, and procedures with thorough knowledge of office methods, procedures, and practices.
• Compose and/or prepare correspondence, memoranda, promotional materials, forms, newsletters, manuals, and reports using appropriate word processing and spreadsheet tools. Perform basic statistical calculations on data for reports and presentations. P roofread letters and documents.
• Create and maintain standard and electronic files and records according to organizational policy and regulatory requirements.
• Responds timely to all phone, mail and electronic inquiries and schedules meetings both in-person and through electronic platforms.
• Responsible for ordering and maintaining inventory of office supplies.
• Responsible for coordinating and managing the NHA apparel store for employee NHA logo clothing.
• Organizes and tracks the status of documents requiring signature of CEO.
• Organizes tracking of purchase orders through authorization process and credit card/online purchases with established protocols.
• Compliance department responsibilities such as certificate renewals, agreement/contract filing and tracking through software program.

Qualifications:

• This position requires a high school diploma or equivalent, with at least four years of experience in an office or administrative support position. Additional education may not be substituted for this experience requirement. Associate or bachelor’s degree in business, Public Health, or related field strongly preferred.
• Excellent verbal and written communication skills essential. A thorough knowledge of English grammar, punctuation, and spelling is required.
• Intermediate or advanced level proficiency in the use of standard desktop applications, including the ability to produce documents and presentations of all kinds using word processing, spreadsheet, and presentation software tools. Literate in MSOffice products such as Word, Excel, Outlook, and Internet.
• Must type at least 45 wpm, accurately.
• Ability to learn, interpret independently, and apply a variety of complex policies and procedures.
• Prioritizing assignments and dealing with numerous unforeseen interruptions and disruptions in the daily schedule. Works under tight deadlines.

Who We Are:

Neighborhood Health Association (NHA) is Northwest Ohio’s largest community health center system. Since 1969, we’ve grown to 13+ clinics offering medical, dental, pediatric, women’s, senior, and homeless care—plus a full-service pharmacy and lab. We focus on prevention and helping people take charge of their health

Our Mission:

Through our exceptional health care services, we empower and educate, aggressively working to eliminate health care inequities, while supporting personal responsibility for one’s own health regardless of the ability to pay.

Join Our Team:

We are a drug free workplace, and an Equal Opportunity Employer