Executive Administrative Assistant

Provide administrative support to the Chief Clinical Operations Officer (CCOO) and Chief Medical Officer (CMO) by relieving the executive staff of administrative type functions related to the clerical and administrative function of the office. Prepares routine and advanced correspondence including letters, memorandums, and reports/presentations. Support the Board of Directors activities, which include board and committee minutes and special events planning, to create and maintain favorable public image for the organization. Manages the executive management's schedule to assure that both internal and external responsibilities are met, and projects move forward in a timely manner.

1. Manage daily calendars for the CCOO and CMO, coordinating meetings, conferences, training, and internal/external appointments to ensure alignment with organizational priorities.
2. Review, prioritize, and direct incoming documents, emails, and phone calls; use discretion to address matters independently when appropriate.
3. Draft, edit, and format professional correspondence, memoranda, reports, and presentations with accuracy and attention to detail.
4. Track, organize, and expedite all documents requiring executive signatures, including contracts and board communications.
5. Coordinate complex travel arrangements, including itineraries and expense reports, ensuring efficient and cost-effective planning.
6. Support the executive team's involvement in boards, committees, and professional organizations by managing materials, communications, and deadlines.
7. Maintain accurate records for the Board of Directors and board committees, coordinate logistics and record minutes for board and committee meetings.
8. Support organizational communication strategies through intranet and website updates, ensuring consistent and quality information sharing.
9. Coordinate and track quarterly Peer Review evaluations.
10. Oversee office supply inventory, ordering, and maintenance to support daily operations efficiently.
11. Serve as a backup to other administrative support staff, contributing to team collaboration and cross-functional assistance.
12. Assist in planning and coordinating special events and initiatives, enhancing the public image and internal culture of the organization.
13. Engage in ongoing professional development and organizational training sessions.
14. Other duties as assigned in support of executive and organizational success.

EDUCATION & EXPERIENCE:

• Associate's degree or higher in Business Administration or related field preferred
• Minimum of five (5) years of administrative support experience, preferably supporting senior leadership
• Equivalent combinations of education and experience will be considered

QUALIFICATIONS

• Proficiency in Microsoft Office Suite and electronic communication tools
• Demonstrated ability to manage multiple tasks with minimal supervision
• Exceptional attention to detail and organizational skills
• Strong interpersonal skills and ability to build relationships across all levels
• Familiarity with healthcare, nonprofit, or board governance a plus

It is mandatory that all employees, employed providers and volunteers are vaccinated. All hired candidates must submit proof of vaccination prior to their orientation. This is a mandatory requirement for Progressive Community Health Centers. The purpose is to minimize exposure to and transmission of the influenza virus in the workplace by providing occupational protection to employees and thereby preventing exposure to members of the community, which we serve.

Equal Employment Opportunity: Progressive Community Health Centers is an equal opportunity employer and will not discriminate against employees or prospective employees on basis of age, race, creed, color, religion, marital status, sex, national origin, ancestry, citizenship, sexual orientation, disability, arrest and/or conviction record, military status, protected veteran status, or any other characteristic or status protected by law.