Executive Assistant to the President/CEO

Sisters of Charity Health System, Inc.; Oklahoma; On-site; USD 55,000 - 63,000; Full time

Benefits offered by this job

Health care package

PTO

Employer 403(b) with employer match

Job summary

The Sisters of Charity Health System, Inc. seeks an Executive Assistant to the President/CEO to provide high-level administrative support, manage confidential information, and coordinate communications with internal and external stakeholders.

You will maintain calendars, prepare materials, and assist with board and committee logistics. Ideal candidates have exceptional organizational and communication skills, and a track record of working effectively in a mission-driven, Catholic-affiliated

Qualifications

• Bachelor’s degree preferred or 8–10 years senior-level executive support experience.
• Ability to handle highly confidential information with discretion.
• Superb verbal and written communication skills.
• Demonstrated strategic thinking and proactive planning.
• Exceptional attention to detail and organizational skills.

Responsibilities

• Manage special projects for the President/CEO as directed.
• Route and prepare confidential correspondence and reports.
• Prepare CEO correspondence and board materials.
• Maintain CEO calendar and coordinate travel and budgets.
• Develop relationships with internal and external stakeholders.
• Schedule meetings, take minutes, and prepare agendas.
• Coordinate events, transportation, and lodging for executives.
• Prepare and maintain time logs and expense reports.

Skills

Team player

Interpersonal skills

Communication skills

Confidentiality

Strategic thinking

Verbal communication

Written communication

Multitasking

MS Office

Videoconferencing

Education

Bachelor’s degree preferred

Tools

MS Office proficiency

MS Teams / Zoom

Job description

The Sisters of Charity Health System is recruiting for a full-time Executive Assistant to the President/CEO. In this role the Executive Assistant to the President/CEO provides administrative services in accordance with established policies and procedures to support the CEO and Organization. The Executive Assistant will support the CEO with administrative support tasks which include a broad range of complex responsibilities involving highly confidential information. The Executive Assistant will work with the CEO in enhancing relationships and communication with all internal and external publics.

We offer an EXCELLENT health care benefit package, Paid Time Off (PTO), anemployer pension plan and 403(b) retirement plan with employer match, tuition reimbursement, and a GREAT work environment!

Duties and Responsibilities to President and CEO

• Manages special projects and assignments at the direction of the President and CEO.
• Reads, researches and routes all correspondence (including confidential correspondence).
• Prepares correspondence under the direction of the CEO.
• Organizes, prepares and reviews CEO initiated administrative reports to the Board, executive staff and others.
• Maintains the schedule/calendar of the President and CEO (and others as requested/needed).
• Plans travel for the executive staff and manages the budget for travel and meetings.
• Creates and maintains relationships at all levels of the Sisters of Charity Health System, including the entire corporation, including all entities, the Catholic Diocese, community leaders and elected officials.
• Assures responsible communication and follow up to all who contact the office of the President and CEO.
• Schedules meetings, takes meeting minutes/notes at formal meetings, prepares agendas.
• Coordinates special events/meetings, transportation and hotel accommodations.
• Prepares expense and mileage reports for the President and CEO.
• Prepares and maintains time logs for direct reports to the President CEO and the Executive Assistant.
• Prepares PowerPoint presentations and videoconferencing events.
• Organizes and maintains files.
• Approves payments for Staples, Amazon and Reliable Runners.
• Approves conference room requests.
• Additional responsibilities as requested by the CEO.

Annual Conflict of Interest Disclosures

Process and maintain annual Board Conflict of Interest statements for all SCHS boards (14 boards in total) using the board portal and Survey Monkey. Update questionnaires for all 14 boards and post to the board portal for each board. Upload questionnaires to Survey Monkey and establish links for completion by board members. Run reports from Survey Monkey and provide completed documents to all boards. Conflict of Interest documents also provided to auditors upon request.

SCHS Building Responsibilities

Assists with coordination of outside contractors for service calls, preventive maintenance, etc. Coordinates all internal office relocations. Point person for routine maintenance requests handled through Plant Operations Department.

Duties and Responsibilities FOR SCHS Board of Directors

• Administrative support to the Board of Directors of SCHS, the governance committee, and executive committee, including scheduling of meetings, notice of meetings, timely transmission of materials, preparation of minutes, maintenance of corporate record book and board portal materials for official records of all System ministries; and coordinates ongoing administrative services and support to individual member of the Board of Directors.
• Attends all board and committee meetings for SCHS takes minutes and keeps accurate records of the business conducted as well as any follow-up requirements.
• Provides administrative support to the System President with respect to Director/System relations.
• Coordinates the preparation of all resolutions, reports, studies and other materials requested by the executive staff, boards and their committees.
• Maintains all board records, files and board approved policies for the SCHS board.
• Maintains a calendar of meeting schedules to facilitate the conduct of business for the SCHS board.
• Regularly updates board and committee rosters for SCHS board.
• Maintains complete current corporate records in a safe environment.
• Main contact for all entities for Board Portal training including setting up board and committee meeting templates, board meeting dates, board terms and training each entity to upload templates and enter board agenda and materials. Provide continued support and training as needed.
• Update board manuals for all entities including recent Kenedy Directory listings, Articles of Incorporation, Bylaws and Codes of Regulations.
• Provides support to the President and CEO’s and board chairs regarding the recruitment and orientation of new SCHS board members.
• Attend training sessions regarding board portal training and updates and continue to build and grow board portal per director/trustee and entity expanding needs.
• Coordinates and updates orientation programs for new Board members and continuing Board Education programs.

Direct Reports

The Health System Receptionist and Administrative Assistant report directly to the Executive Assistant.

Qualifications

• Personal compatibility and ability to work and minister in a Catholic, mission-based organization.
• Ability to be a team player with excellent interpersonal skills, attention to detail and eagerness to learn.
• Bachelor’s degree preferred or a minimum of 8 – 10 years of administrative experience supporting a senior level executive.
• Skill and ability to follow through and persist in seeing tasks and assignments to conclusion and obtain results.
• Ability to handle details of a highly confidential and critical nature.
• Demonstrable strategic thinking and planning skills with the ability to be observant and proactive anticipating what internal and external stakeholders need from the Office of the CEO.
• Superb verbal and written communication skills.
• Superior technology skills including exceptional proficiency in Microsoft Word, Excel, PowerPoint and Outlook. Knowledge of use of videoconferencing equipment and training others on same.
• Ability to multi-task in a fast-paced environment, possessing the patience to tolerate frequent change.
• Detail oriented and well organized.
• Self-starter who wants to be challenged with new opportunities.

Salary range: $40.87/hr - $45.68/hr