Executive Assistant

NATURE OF WORK: Performs administrative duties for the Chief Executive Officer as well as other executive management personnel. Responsibilities include general clerical duties, screening calls, making travel and meeting arrangements, preparing reports and data entry. Requires strong computer and Outlook skills. Also calls for flexibility, excellent interpersonal skills, Board coordination experience, and the ability to work well with all levels of management and staff.

ESSENTIAL DUTIES:

• Coordinates schedule and activities of the CEO.
• Screens calls for CEO and prioritizes calls and appointments.
• Opens, date stamps, sorts and purges CEO mail.
• Maintains the agencys community mailing list.
• Arranges calls, appointments, meetings, accommodations and travel schedules.
• Composes correspondence, as needed.
• Conducts computer data entry and retrieval.
• Prepares, records and disseminates minutes of internal meetings.
• Develops and maintains filing system.
• Maintains independent contractor files and is responsible for tracking and monitoring of such.
• Generates reports as necessary for CEO or other executive management staff.
• Coordinates preparation of Board and Board Committee Meetings, including the distribution of notices and Board Packets, conducting reminder calls prior to meeting and preparing facilities for the meetings.
• Attends Board Meetings to take minutes and then subsequently prepares minutes for distribution and filing.
• Operates normal office equipment such as computers, phones, fax machines, scanners and copiers.
• Greets visitors and assists them with their needs by directing them or securing appropriate personnel to assist them.
• Projects a professional image to the public.
• Follows Valleys policies and procedures.
• Performs transcription duties as needed.
• Monitors, maintains and uses, appropriately, all equipment and supplies.
• Supports and/or helps in the training of new employees as required.
• Cross-trained to perform functions in the areas of medical records, intakes and reception.
• OTHER DUTIES AS ASSIGNED.