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Executive Administrative Assistant
Job Code:2021-ADMINISTRATION-001
Location:Dallas, TX
Employment Type:Non-Exempt (Hourly)

Job Responsibilities:

Position Summary

The Executive Administrative Assistant successfully manages and coordinates activities and projects to enable the Board of Directors, CEO, and Leadership Team achieve effective meetings, presentations, appointments, reports, and other critical administrative activities.

Essential Duties and Responsibilities

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

  • Organizes and maintains the CEO’s active schedule, including day-to-day and long-term management of projects and priorities. This includes prioritizing, planning, and scheduling meetings, speaking engagements, conferences, teleconferences, and travel. Ensures the CEO is prepared for all appointments and meetings with necessary materials such as presentations and promotional materials.
  • Leads the planning and management of monthly Board of Director meetings and related Committee meetings which includes preparing and distributing read-ahead materials, tracking correspondence, preparing minutes, and meeting set up, including necessary technical equipment.
  • Independently evaluates and determines how to coordinate various projects, engagements, meetings, and interactions with senior staff.
  • Serves as the CEO’s representative for critical relationships and correspondence among the diverse stakeholders including staff, Board of Directors, clients, donors, governmental officials, media representatives, and physician colleagues.
  • Manages the administrative function of maintaining and organizing various legal documents, contracts, contact lists, and other information in both physical and electronic formats. Ensures all documents are easily retrievable yet maintained in a secure, confidential manner.
  • Confidentially and diplomatically manages and handles confidential information and documentation
  • Other duties as assigned

Job Qualifications:

Minimum Qualifications (Knowledge, Skills, and Abilities)

  • Associates degree required. Bachelor’s Degree highly preferred.
  • Seven to 10 years’ experience supporting and working with C-Level Executives, preferably in healthcare and/or non-profit organizations.
  •  Proven experience as a Senior Executive Assistant or Executive Administrative Assistant.
  • Experience using office equipment, including online calendars, email, and file sharing systems.
  • Strong organizational skills with an ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
  • Very strong interpersonal skills and the ability to build relationships with diverse stakeholders.
  • Ability to write effectively in all forms of written communication with little or no oversight.
  • Must be able to periodically work after regular business hours and on weekends.