Administrative Assistant

Position Summary

Under the direction of the Chief Financial Officer (CFO) the Purchasing Clerk serves as the primary procurement coordinator for Outreach Community Health Centers, Inc. (OCHC). This position serves as the primary backup to the Executive Assistant to the CEO/President and will be responsible for managing complex schedules, coordinating meetings, providing support to the finance department, and performing a variety of administrative tasks to ensure the smooth operation of administrative office functions. The ideal candidate is detail-oriented, adaptable, and thrives in a fast-paced, professional environment.

Essential Duties and Responsibilities

The essential functions include, but are not limited to the following:

Executive Support & Scheduling (Primary Support):

• Act as primary backup and support to the Executive Assistant to the CEO/President, ensuring seamless coverage during absences.
• Proactively manage complex calendars for members of the executive team, including scheduling and coordinating internal and external meetings, appointments, and conferences.
• Arrange all meeting logistics, including booking and preparation of materials.
• Coordinate domestic itineraries, flights, accommodations, and ground transportation as needed.

Financial Administrative Support:

• Assist the finance department with basic administrative tasks, which may include backup support to purchasing, logging daily checks, and assisting with documentation organization.
• Maintain confidentiality and handle sensitive financial information with discretion.
• Facilitate communication and scheduling between the executive and the finance department.

General Administrative Duties for Executive Team:

• Prepare, edit, and format documents, presentations, reports, and correspondence for the executive team.
• Manage incoming communications (emails and mail) with professionalism, responding or directing inquires appropriately.
• Assist in the planning and execution of company events, board meetings, and senior leadership gatherings.
• Handle occasional personal administrative tasks for executives as requires.

Operational Efficiency:

• Anticipate the needs of the executive team and resolve scheduling conflicts or operational hurdles.
• Serve as a liaison between executives, internal departments, and external stakeholders.
• Maintain office supplies and ensure common areas and conference rooms are prepared for executive use.

Minimum Qualifications (Knowledge, Skills, and Abilities)

Education & Experience:

• Requires Associate's degree in business-related field required.
• Minimum 2-3 years of experience in an administrative role, preferably supporting senior-level executive or within a corporate environment.

Knowledge, Skills, and Abilities:

• Experience with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams).
• Good written and verbal communication skills.
• Outstanding organizational and time-management skills with attention to detail.
• Proven ability to manage multiple priorities, meet deadlines, and maintain composure under pressure.
• High degree of professionalism, discretion, and ability to handle confidential information.
• Strong problem-solving skills and a proactive, service-oriented attitude.