Administrative Assistant

Job Description

Job DescriptionPosition Summary:

The Administrative Assistant to the CEO is a highly organized and detail-oriented professional who provides comprehensive administrative support to the Chief Executive Officer and executive leadership team at our Federally Qualified Health Center (FQHC). This individual plays a crucial role in ensuring smooth communication, efficient office operations, and the execution of special projects that support our organization’s mission.

Essential Duties and Responsibilities:

• Executive Support

  • Provide primary phone coverage for the CEO; answer and direct incoming calls professionally and promptly.

  • Coordinate and manage the CEO’s calendar, appointments, and meetings as needed.

  • Attend and take detailed minutes for internal meetings including all-staff and administrative leadership meetings.

  • Coordinate logistics and prepare agendas, presentation materials, and reports for meetings.

  • Manage incoming emails, generate responses, print contracts or other agreements for signature.

  • Arrange and manage catering/lunches for all-staff and admin meetings.

• Board Relations

  • Send out reminders and communication to Board members.

  • Prepare and distribute Board packets and materials in advance of scheduled meetings.

• Office Administration

  • Prepare and mail all USPS, UPS, and FedEx packages and track delivery statuses.

  • Receive, sort, and distribute incoming mail.

  • Maintain filing systems including general filing and digital document storage.

  • Oversee registration and material preparation for seminars or training events, including certificates, name badges, evaluations, and follow-up communications.

  • Ensure timely mailing of seminar materials to appropriate venues and participants.

• Finance and Projects

  • Provide assistance to the accounting team with light bookkeeping or administrative finance tasks, as needed.

  • Support development and coordination of internal and external special projects as assigned by the CEO.

  • Act as project lead or liaison for administrative initiatives as needed.

• Other Duties

  • Maintain strict confidentiality in all matters related to CEO support and organizational operations.

  • Perform other related duties and responsibilities as assigned by the CEO or administrative leadership.

Qualifications:

• High school diploma or equivalent required; Associate’s or Bachelor’s degree in business administration or related field preferred.

• Minimum 3 years of administrative support experience, preferably in a healthcare or nonprofit setting.

• Exceptional organizational and time-management skills.

• Strong written and verbal communication skills.

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).

• Experience taking and transcribing meeting minutes.

• Demonstrated ability to maintain confidentiality and exercise sound judgment.

• Professional demeanor and strong interpersonal skills.

• Ability to work independently and manage multiple priorities under deadlines.

Work Environment:

• This position operates in a professional office environment.

• Requires regular use of standard office equipment such as computers, phones, copiers, and filing systems.

• Occasional local travel may be required for seminars or board-related tasks.

Benefits

• 401k with employer match
• Dental Insurance
• Disability Insurance
• Employee Assistance Program
• Flexible Spending Account
• Health Insurance
• Life Insurance
• Paid Time Off
• Vision Insurance