Position Scope: Assists the President/CEO and other members of the Administrative Staff by performing all duties of a confidential secretary and administrative duties on behalf of the CEO and in support of the organization’s mission and goals.
Responsibilities:
- Board Liaison:
- Prepares and maintains board calendars, agendas, and documentation.
- Assists in scheduling and planning special board events
- Utilizes electronic Board portal for efficient communications
- Prepares and takes minutes for all Board and Committee meetings.
- Tracks Board terms and attendance.
- Contract Coordinator
- Maintains contract database and notifies leaders of upcoming contract renewals and expirations.
- Tracks signatory for contract execution
- Tracks needed documentation for contract signings and renewals.
- Assists with AG filings as needed (vendor responsibility, statewide financial services, etc)
- CON Coordinator
- Responsible for CON coordination and submission
- Works with leaders to ensure timely communication and completion
- Updates grants gateway and CON system pre-qualification status
- Executive Assistant to the CEO
- Greets visitors, employees, volunteers and residents in a courteous manner ensuring proper and effective individual treatment.
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- Refers requests for information to appropriate administrative staff or handles such requests personally.
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- Schedules appointments, makes travel arrangements, coordinates special functions and maintains a working schedule/follow-up file for tasks and correspondence.
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- Receives, opens, dates and distributes regular and in-house mail, not marked personal and/or confidential, for the President/Chief Executive Officer.
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- Independently writes correspondence as requested.
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- Transcribes correspondence, takes dictation, takes minutes at meetings, and completes forms and reports as requested.
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- Copies and distributes documents as requested or arranges for others to do so. Transmits documents by Fax machine and Email.
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- Arranges meetings, assures meeting notices are provided on a timely basis and prepares agendas and materials for meetings of the Boards of Directors and their committees. Arranges for refreshments or light meals as requested.
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- Maintains a central filing system and file archival in a neat and orderly fashion assuring proper storage and security of confidential information. Maintains a current index to these files.
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- Schedules and reserves the Board/Conference Room for meetings. Schedules copier maintenance and requests supplies for the board room kitchen area.
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- Performs other duties as assigned, such as Medicaid and Medicare revalidations.
Qualifications
Qualifications/Education/Experience:
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- Bachelor’s degree in Business Administration, or related field highly preferred. Associates degree with relevant experience and training may be accepted
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- Experience with project management highly preferred.
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- Requires a minimum of three to five years related experience.
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- Must have advanced technical skills along with excellent communication, time management and customer service skills.
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- Must be proficient in Microsoft Office products including Publisher, Excel and Word.
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- Must be highly confidential and have excellent organizational skills.
PLEASE NOTE: equivalent military training or experience can be substituted for degree requirements
