Administrative Assistant to the Chief Executive Officer

POSITION TITLE: Administrative Assistant to Chief Executive Officer
BOARD APPROVED: 09/09/2015, 10/12/2016, 12/20/2017, 12/19/2018, 12/18/19, 12/16/2020
REPORTS TO: Chief Executive Officer (CEO)
DUAL SUPERVISOR PERSONNEL COLLABORATOR: Director of Human Resources
DIVISION: Administration
EXEMPT/NON-EXEMPT: Non-exempt
SECURITY ROLES: Administrative Assistant


JOB SUMMARY: The Administrative Assistant reports directly to the Chief Executive Officer
(CEO) to provide assistance in a one-on-one working relationship. They will have the ability to
exercise good judgment in a variety of situations, strong written and verbal communication
skills, administrative and organizational skills, and the ability to maintain a realistic balance
among multiple priorities. They will have the ability to work independently on projects, from
conception to completion, and must be able to work under pressure at times to handle a wide
variety of activities and confidential matters with discretion.


PRIMARY DUTIES AND RESPONSIBILITIES:
A. Provides support for a variety of HOPE Programs and activities as directed by the CEO,
including maintenance of program resources, creation and/or maintenance of program
related documents, contracts, spreadsheets, monitoring deadlines and completion of
related reports.
B. Schedules meetings and conference calls, creates calendar appointments and provides
daily support for the CEO.
C. Plans, prepares, and handles administrative aspects relating to HOPE board meetings,
Organizational Day, and other organization related meetings, including ordering food,
preparing document packets, and reserving meeting space.
D. Maintains electronic records on the HOPE file server of Organizational Day for staff who
are absent to be able to make up the missed material.
E. Creates a monthly employee newsletter with pertinent information for staff to stay
informed of changes and additions to HOPE.
F. Maintains office filing systems of correspondence, forms, reports, and other materials,
including electronic data and report files, pertaining to HOPE Board Meetings,
Organizational Days, and other programs as directed by the CEO.

G. Handles travel and conference arrangements for the CEO and other HOPE
Administration and staff as needed.
H. Covers routine tasks for the CEO in their absence.
I. Manages expense reimbursements and purchase forms for the CEO.
J. Generates various reports as requested by the CEO using program reporting software
and/or Excel.
K. Assists with writing, coordinating, compiling and proofing grant proposals and
submitting progress reports as required.
L. Plans, schedules and participates in meetings and conference calls as needed.
M. Receives and screens telephone calls and visitors for the CEO.
N. Actively participates on teams and workgroups as determined appropriate.
O. Assists with coordinating staff meetings as needed.
P. Assists with contractual agreements as needed.
Q. Manages the HOPE Assistance Fund program including maintaining all required
documentation for the program, working with providers and staff for distributing
assistance, working with patients to obtain required documentation, and maintaining
the balance and financial records of the program.
R. Works with the Outreach & Marketing Contractor to ensure they stay on budget and
remain focused on the HOPE Mission.
S. Prepares the Board Member Orientation documents for the CEO to cover with newly
elected Board Members.
T. Provides high-quality customer service and hospitality to HOPE members, partners and
the general public


INTERMITTENT DUTIES:
A. Other duties as assigned by the CEO.


OFF-SITE WORK:
Off-site work is both required and allowed for this position.
A. Required Off-Site Work: May occasionally be required to attend meetings, conferences,
and other events which occur off-site. Travel to other cities may be required for such
events.
B. Allowed or Optional Off-Site Work: Allowed to work off-site from time to time on tasks
such as revision of policies, preparation of documents for board or staff meetings, or
other tasks requiring sustained focus.

QUALIFICATIONS:
A. Strong organizational skills that reflect ability to perform and prioritize multiple tasks
seamlessly with excellent attention to detail
B. Very strong interpersonal skills and the ability to build relationships with staff, board
members, external partners and donors
C. Expert level written and verbal communication skills
D. Demonstrated proactive approaches to problem-solving with strong decision-making
capability
E. Emotional maturity
F. Highly resourceful team-player, with the ability to also be extremely effective
independently
G. Proven ability to handle confidential information with discretion, be adaptable to
various competing demands, and demonstrate the highest level of patient service and
response
H. Demonstrated ability to achieve high performance goals and meet deadlines in a fast-
paced environment
I. Forward looking thinker, who actively seeks opportunities and proposes solutions


TECHNICAL SKILLS:
A. Operate a motor vehicle with current Class D driver’s license.
B. Operate a personal computer and calculator.
C. Problem Solving: Frequent problems arise in this position that are outside established
policies or bodies of knowledge calling for high-level skills in problem solving.
D. Decision Making: Frequent situations arise in this position calling for careful and
analytical judgment.
E. Interpersonal: Must interact with employees, Board of Directors, governmental
officials, and the general public.
F. Working Conditions: Works in well-lit, climate-controlled building. May be subjected to
appearance in less than desirable environment and travel in adverse weather
conditions. May be exposed to body fluids.


PHYSICAL REQUIREMENTS:
A. Requires sufficient visual acuity to be able to read and write and operate equipment
common to this position. Required to read, write and speak English with the ability to
speak a foreign language helpful. Requires sufficient hearing level to be able to

effectively communicate with people directly or by telephone. Occasionally lift items
weighing up to 25 pounds.


This job description is in compliance with the Americans With Disabilities Act (ADA) and the Fair
Labor Standards Act (FLSA) (May 1995)


HOPE Family Health Services is an equal opportunity employer who complies with applicable
State and Federal civil rights laws and does not discriminate on the basis of race, color, religion,
sex, sexual orientation, gender identity, national origin, age, veteran or disability status.


Many positions at HOPE Family Health Services are funded in-part or in-whole by State or
Federal Department of Health and Human Services funding and as such, our organization
cannot employ individuals with certain criminal backgrounds or who are on State or Federal
exclusion or debarment lists.

 

If you are interested in applying for a position below please download the online application,

 fill it out COMPLETELY and ACCURATELY, then submit it to the health center by emailing it,

along with your complete resume, to mirandaconnor@hopefamilyhealth.org

 

For more information | 615-644-2000 ext. 472
E-mail application and resume to Miranda Connor, Director of HR