Executive Assistant

Summary:Under the direction of the Chief Executive Officer (CEO), the Executive Assistant is responsible for executive assistance to the CEO including secretarial/administrative duties, coordination of administrative office functions, supervision of administrative assistants and PBX staff, coordination of Agency's Board of Directors' and CEO's business activities, and coordination and assistance with other special Agency activities, duties and responsibilities.DUTIES AND RESPONSIBILITIES:1. Responsible for providing secretarial support and administrative assistance to the CEO, e.g., maintains the CEO's calendar; maintains an updated agency business calendar; makes meeting and travel arrangements; and types and drafts memos, correspondence, reports, proposals, minutes, and other documents.2. Responsible for completing the Board of Directors' meeting minutes and Board meeting packets; assists the CEO with coordination and preparation of Board Meetings and activities; maintains a Board pledge file, an updated Board directory, a Board orientation binder, and the Board terms of office; and attends the Board of Directors' meetings.3. Responsible for coordinating and planning the Annual Board of Directors' Annual Retreat and Post Strategic Retreat, e.g., confirming the Facilitator and Guest Speaker, confirming venue, and finalizing food and beverages for the event, attending the Board of Directors' annual retreat to assist the CEO.4. Responsible for the coordination of administrative office functions, including mail processing, maintenance of organized and updated administration and central files, purchasing and maintaining office supplies and equipment, and PBX coverage.5. Responsible for the supervision of administrative assistants and the PBX receptionists.6. Responsible for maintaining updated insurance coverage policy , to include professional liability, general liability, property, directors and officers, worker's compensation, and others; completes and returns insurance application renewals received from the agency's insurance broker by the required due dates; maintains open communication with the insurance broker pertaining to policy renewals and assures renewal applications are accurate; and consults with the CFO, CMO, and CEO on the insurance applications as needed.7. Responsible for completing and submitting the annual Federal Tort Claims Act application; collaborating and working with the Director of QM/RM to obtain Board approval on reports needed for the application.8. Responsible for collaborating and working with assisting the Accounting Department with preparation for the Annual Independent Audit, e.g., provides Board meeting minutes, insurance coverage policies, and other required documents.9. Responsible for assisting, collaborating, and working with Department Managers in preparation for agency program audits, e.g., provides agency insurance coverage, staff credentials, and other required documents.10. Responsible for completing the annual 340B recertification for all covered entities in the 340B Drug Pricing Program.11. Responsible for keeping the CEO informed on the progress of work assignments and of all agency situations that warrant attention.12. Responsible for assuring administration functions meet The Joint Commission Accreditation of Healthcare Organizations (TJC) standards and HRSA Health Center Program Compliance Manual.13. Actively participates in the Improving Organization Performance Program, Infection Control Program, Safety Program, and Emergency Preparedness Program.14. Responsible for following all Agency safety and health standards, regulations, procedures, policies, and practices.15. Performs other duties as assigned.REQUIREMENTS:1. Type 65 words per minute; have transcription skills; and have a working knowledge of MS Word, Excel, and Outlook with knowledge of PowerPoint.2. Three years experience as an Executive Assistant or four years progressively responsible Administrative Assistant, to include supervision experience.3. High school graduate. College graduate desirable.4. Bilingual (English/Spanish).5. Competent verbal and written communication skills. Ability to edit and draft letters, memos, and reports.6. Ability to maintain confidentiality.7. Ability to prioritize work and to effectively and efficiently work on multiple assignments.8. Ability to work well with others in a team-oriented environment.9. California driver's license, access to an automobile, and state-required auto liability coverage.