HealthPoint ยท 3 weeks ago
Senior Executive Administrative Assistant
Brazos Valley Community Action Agency - College Station, TX 77840
Full-time
Onsite
Senior LevelHealthPoint is seeking a Senior Executive Administrative Assistant to provide high-level administrative support to its senior leadership team. The role involves managing complex calendars, coordinating meetings, and maintaining confidential information while ensuring the efficient operation of the organization.
Health CareHealth DiagnosticsMedicalNon Profit
Responsibilities
Provide high-level administrative support to the senior leadership team, including the CEO, CFO, COO, CMO, CNO, CCO, CHRO, and other key leaders
Manage calendars, schedule appointments, and coordinate meetings, ensuring all necessary materials are prepared and distributed in a timely manner
Prioritize and manage incoming communications (phone calls, emails, mail), responding or redirecting as appropriate
Prepare and proofread correspondence, reports, presentations, and other documents as requested
Coordinate and schedule internal and external meetings, including logistics, room bookings, audiovisual setup, and catering arrangements
Prepare meeting agendas, minutes, and action items, ensuring follow-up and timely completion of tasks
Assist in the organization of special events, conferences, and board meetings, coordinating travel arrangements, accommodations, and registration
Maintain organized electronic and physical filing systems, ensuring documents and records are properly stored and easily retrievable
Manage confidential and sensitive information with discretion, adhering to privacy and security policies and regulations
Assist in the preparation and distribution of board materials, reports, and other important documents
Conduct research, gather data, and compile information to support decision-making and project initiatives
Provide general administrative support to various departments and teams within HealthPoint as needed
Process and track expense reports, purchase orders, and invoices, ensuring accuracy and compliance with financial policies
Assist in the preparation and monitoring of budgets, maintaining financial records, and generating reports as requested
Coordinate and facilitate internal communications, such as staff announcements, newsletters, and updates
Maintain inventory of office supplies and equipment, monitoring stock levels and placing orders as necessary
Coordinate maintenance and repair requests for office equipment, ensuring a functional and efficient working environment
Assist in the onboarding of new employees, including preparing workspaces, coordinating IT setup, and providing orientation materials
Collaborate with facilities management to ensure the cleanliness, safety, and security of the office environment
Build and maintain positive relationships with internal and external stakeholders, including staff, board members, vendors, and community partners
Serve as a point of contact and liaison between the executive team and internal/external stakeholders, addressing inquiries and requests promptly and professionally
Provide exceptional customer service, demonstrating a helpful and friendly attitude in all interactions
Identify opportunities to streamline administrative processes and improve efficiency, proposing and implementing appropriate solutions
Stay updated on administrative best practices, tools, and technologies, and make recommendations for process enhancements and automation
Participate in organizational projects and initiatives, providing administrative support and contributing to their successful implementation
Effectively carries out tasks and responsibilities beyond core job duties and primary role. The additional duties may vary from time to time and encompass a wide range of activities that contribute to the overall success of the organization (floating, schedule variations, assisting co-workers, patients, visitors, customers, leaders, and other stakeholders in support of the organization.)
Qualification
Required
Exceptional organizational skills
Attention to detail
Ability to work independently in a fast-paced healthcare environment
High-level administrative support experience
Experience managing complex calendars
Experience coordinating meetings
Ability to maintain confidential information
Experience prioritizing and managing incoming communications (phone calls, emails, mail)
Experience preparing and proofreading correspondence, reports, presentations, and other documents
Experience coordinating and scheduling internal and external meetings
Experience preparing meeting agendas, minutes, and action items
Experience organizing special events, conferences, and board meetings
Experience maintaining organized electronic and physical filing systems
Experience managing confidential and sensitive information
Experience conducting research, gathering data, and compiling information
General administrative support experience
Experience processing and tracking expense reports, purchase orders, and invoices
Experience assisting in the preparation and monitoring of budgets
Experience coordinating internal communications
Experience maintaining inventory of office supplies and equipment
Experience coordinating maintenance and repair requests for office equipment
Experience assisting in the onboarding of new employees
Experience collaborating with facilities management
Experience building and maintaining positive relationships with internal and external stakeholders
Experience serving as a point of contact and liaison between the executive team and stakeholders
Experience providing exceptional customer service
Experience identifying opportunities to streamline administrative processes
Experience staying updated on administrative best practices, tools, and technologies
Experience participating in organizational projects and initiatives
Company
HealthPoint
HealthPoint is a nonprofit organization that renders an array of healthcare, dental & pharmacy services as well as offers health education.
Founded in 1972
201-500 employees
Funding
Current Stage
Growth StageLeadership Team
Karen Garber
CEO
Joshua Duame, CPA, MAcc
Chief Financial Officer
Company data provided by crunchbase