Executive Office Administrator

CODAC Health, Recovery & Wellness, Inc.; Tucson (AZ); On-site; USD 50,000 - 70,000; Full time

Job summary

A health and wellness organization in Tucson seeks an Executive Office Administrator to provide high-level support to the President/CEO and manage board functions. Responsibilities include scheduling, project planning, and communication management. Candidates should have a Bachelor's degree, five years of administrative experience, and excellent communication skills. Proficiency in Microsoft Office and Adobe Pro is essential. Competitive compensation and a collaborative work environment are offered.

Qualifications

• Five years of administrative experience required.
• Valid Arizona Driver's license and proof of current insurance.

Responsibilities

• Manage President/CEO's calendar and obligations.
• Develop board meeting agendas and schedules.
• Draft and archive board meeting minutes.
• Support strategic project planning.

Skills

Outstanding verbal and written communication skills

Ability to build and manage relationships with Executive Leadership

Excellent interpersonal skills

Strong analytical ability

Advanced Microsoft Office and Adobe Pro skills

Exceptional calendaring skills

Understanding of CARF governance standards

Outstanding planning and project management skills

Education

Bachelor's degree in Business Administration or related field

Tools

Microsoft Office

Adobe Pro

ZOOM

Microsoft Teams

Job description

Summary

This position provides high-level, confidential executive support to the President/CEO and Executive Leadership team. In collaboration with the team, this role manages special projects to further the strategic goals of the organization. As the Board Administrator, this role plans, organizes and executes all board and committee functions to fulfill the boards governance obligations and is the primary point of contact for the Board of Directors.

Essential Duties And Responsibilities

Executive Office Administrator:

• Proactively manage President/CEO's obligations to the Board of Directors, staff, and stakeholders.
• Manage the President/CEO's calendar, scheduling internal and external meetings with multiple attendees and other senior leaders.
• Work closely with the President/ CEO and Sr. Vice President of Marketing & Business Development on strategic project planning.
• Support President/CEO's research and communications (presentations and special projects) to the Board of Directors.
• Manage the logistics for several internal and external committee meetings and provide necessary background information as well as develop or coordinate advance meeting materials. Take accurate minutes, disseminate meeting material, and track follow up items.
• Lead the development and execution of special projects in collaboration with Executive Leadership and Leadership Council.
• Co-facilitate the Member Advisory Council and the Collaboration Committee Meeting.
• Manage request for assistance and information from stakeholders, members, and participants, staff and the public in a manner that reflects positively on the agency.
• Provide assistance/support to members of Executive Leadership.
• Provide back up support to other Executive Assistants as needed.
• Perform other related activities in accordance with agency growth and changes.

Board Relations

• In collaboration with the Board Chair and President/CEO, develop board and committee meeting agendas, schedules and the annual board calendar.
• Prepare and edit board and committee meeting materials (including board reports, PowerPoint presentations, and action item updates).
• Write, distribute, and archive accurate board and committee meeting minutes to establish the legal history of the organization. Ensure that board and committee work follows the annual calendar to fulfill governance responsibilities.
• Draft board motions, notices, and resolutions in conjunction with the President/CEO and Board Chair.
• Monitor board compliance with the organization's bylaws. Support the overall execution of board governance which includes reviewing committee charters, administering annual performance evaluations and reviewing policies.
• In collaboration with the Executive and Governance Committee and President/CEO, identify gaps in expertise to inform board recruitment. Help build and maintain a list of board recruitment targets and research potential board members.
• Coordinate orientation for new board members.
• Maintain regular contact and relationships with board members and past directors.
• Draft and send regular board communications regarding CODAC news, progress towards goals, upcoming meetings, and events.

Qualifications

Education:

• Bachelor's degree in Business Administration, Management, Organizational Management or related field, preferred

Experience:

• Five (5) years administrative experience

Additional Requirements:

• Valid Arizona Driver's license, proof of current insurance and willingness to use personal vehicle.
• Motor Vehicle Record - no more than 2 moving violations or a license suspension in past 3 years.

Skills:

• Outstanding verbal and written communication skills.
• Ability to build and manage relationships with Executive Leadership, the Board of Directors, staff, and stakeholders.
• Excellent interpersonal skills and demonstrated ability to maintain strict confidentiality and discretion regarding sensitive information.
• Strong analytical ability with respect to data and dashboards. Strong research skills.
• Advanced Microsoft Office and Adobe Pro skills. Ability to smoothly run virtual meetings via ZOOM and Microsoft Teams. Comfortable with using technology to create efficient business processes.
• Excellent calendaring skills for complex meetings.
• Strong grasp of CARF governance standards.
• Ability to work proactively with minimal to no supervision and exercise a positive, can do attitude. Flexible and able to meet tight deadlines with ease.
• Outstanding planning, logistical and project management skills.
• Understanding of Arizona Medicaid system, especially managed care, and provider relations in addition to provider contracts and payment methodologies.