Job Description
Job DescriptionTitle: Executive AssistantFLSA Category: Exempt
Reports To: Chief Executive Officer
Date Issued: Revised July 2023, July 2025
Job Summary
Provides comprehensive executive administrative support to the CEO, and members of GBMS’s Board of Directors. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the Chief Executive Officer (CEO).
Essential Job Functions
Executive Assistant Activities
- Manage CEO's, and Board of Director’s calendar, coordinate arrangements for meetings, telephone conferences and events; handle travel arrangements and confirm all appointments and reservations; coordinate tasks and schedules with CEO daily.
- Review correspondence and draft appropriate responses for the CEO and Board President.
- Answer, screen and direct incoming calls.
- Prepare, review and track monthly expenses and prepare expense reports.
- Establish and maintain the Executive Office contact database files and records.
- Manage organizational files professionally and confidentially.
- Research, prioritize, and follow-up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature. Determines appropriate course of action, referral or response.
- Provide a bridge for smooth communication between the CEO office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
- Successfully complete critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the CEO’s ability to effectively lead the company.
- Prioritize conflicting needs; handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressure.
- Ensure the CEO’s bio is kept updated and respond to requests for materials regarding the CEO and organization in general.
- Follow-up on contacts made by the CEO to support the cultivation of ongoing relationships
- Triage mail, telephone calls, and other communications for the CEO, responding to routine inquiries, forwarding items, or taking messages as appropriate.
- Maintain the CEO's master files and internal records (electronic and hard copy).
- Review and monitor the CEO's budget and expenditures throughout the year. Ensure processing of expense reimbursements and other administrative paperwork for the CEO. Ensure proper financial controls are maintained and adhered to.
- Coordinate complex projects, ensuring all appropriate members, staff, and outside individuals are informed on deadlines, changes, and progress.
Board of Directors Activities
- Communicate directly, and on behalf of the CEO, with Board members, donors, staff, and others, on matters related to CEO initiatives.
- Maintain documents and records pertaining to the Board and operations of the organization.
- Prepare required documents for Board meetings, Staff and Leadership retreats.
- Support the coordination of annual Board meetings and required logistic and food set up.
- General administrative support including preparing documents using the MS Office Suite, and other duties as assigned.
- Confidential liaison between CEO, Board and staff.
- Work closely with other senior executive staff.
Job Qualifications
- Associates degree in business or business administration highly preferred and five (5) years of progressively responsible experience providing executive administrative support to a senior level executive.
- High level of proficiency in Microsoft Office including Word, Excel, PowerPoint and Outlook.
- Superior written and verbal skills; excellent interpersonal skills with understanding of developing and maintaining strong working relationships with staff, colleagues volunteer leaders and diverse range of organizational/business contacts.
- Strong attention to detail and high level of organizational skills.
- Professional demeanor and proven ability to maintain confidentiality.
- Proactive work ethic and ability to work on a team.
- Resourceful and efficient with time management skills.
- Exercise good judgment, creative problem-solving skills and sound decision-making ability.
- Ability to remain calm under pressure and strong ability to multi-task.
Nonessential Functions:
- Assists the CEO, and Board of Directors as required with special projects and liaison activities with other community organizations and agencies.
- Participates in planning, including long range strategic and business plans.
- Participates in team/staff meetings; attends in-service meetings, and applicable workshops.
- Perform other duties as assigned by supervisor.
Core Values: Quality, Respect, Teamwork, Equity, Passion, Integrity, Love
Supervisory Responsibilities - None.
Managerial Responsibilities - None.
Substitutions
High school diploma, GED, or equivalent certificate of competency and eight (8) years of work experience such as described in the Job Qualifications.
Competencies Needed
Accountability – Meets established expectations and takes responsibility for achieving results; encourages others to do the same.
Communication – Listen and verbally in order to solve problems and provide information and direction, ensuring the experience is a positive one. Record issues and resolutions to maintain accurate records and data for further analysis by management.
Interpersonal Skills – Work closely with other team members to effectively support their work so that solutions can be effectively implemented. Serves as a liaison for various staff and/or management and acts as the Point of Contact.
Problem Solving - Identifies and evaluates problems and possible causes to determine root causes and impact. Gathers and organizes all relevant information and comes up with appropriate solutions.
Time Management -Understands what is required and prioritizes to get tasks/projects completed and establishes/implements an effective course of action (ex. establishes appropriate deadlines). Reprioritizes work efforts based on changing situations and emerging issues (e.g., in response to organizational, systems, and/or schedule changes).
Work Environment
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.
Physical and Mental Demands
- Ability to remain in a stationary position 50% of the time.
- Ability to cope with stress.
- The person in this position needs to occasionally move about inside the office to access file cabinets, office machinery, etc.
- Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine and computer printer.
- The person in this position frequently communicates with patients and/or employees. Must be able to summarize and exchange accurate information.
- Occasionally moves office equipment weighing up to 25 pounds.
- Performs a variety of duties, often changing from one task to another.
- Adjust priorities quickly as circumstances dictate.
- Ability to interact appropriately with colleagues for different purposes in different context.
- Expressing or exchanging information to convey detailed spoken instructions accurately, loudly or quickly.
- Ability to judge distances and spatial relationships to see objects where and as they are.
- Cognitive ability to analyze, count, summarize and synthesize information from multiple sources.
- Ability to recognize social or professional behavioral cues.
Compliance
This position requires compliance with Greater Baden Medical Services (Health Center’s) compliance standards, including its Standards of Conduct, Compliance Program, and policies and procedures. Such compliance will be an element considered as part of the Executive Assistant’s regular performance evaluation.
Language Skills
Ability to read and interpret written or verbal documents and instructions. Ability to speak effectively to patients, employees and/or stakeholders of the organization.