Executive Assistant - Bakersfield American Indian Health Project

Summary/Objectives of Position

The Executive Assistant provides top-level executive and administrative support to the Chief Executive Officer (CEO) and serves as the CEO's gatekeeper.  Under the direction of the CEO, this position serves as a liaison to the board of directors and leadership team. The Executive Assistant serves as the corporate liaison with the members of the Board of Directors, individually as well as collectively. The position ensures that the Board members keep their commitments within the Board’s established committees. The Executive Assistant is also responsible for the development and implementation of administrative processes and procedures along with additional specific projects within the administrative area, such as appropriate handling of BAIHP mail, contract and insurance tracking and management, etc. Strong written and verbal communication, administrative, organizational, and planning skills, along with the ability to maintain a realistic balance among multiple priorities. The Executive Assistant supervises the administration area.  This includes regular follow-up on work results and ensuring that the departments’ routine responsibilities, goals, and objectives are consistently met.  As the representative of the CEO and point of contact for external agencies wishing for time with the CEO, this position must exercise good judgment, emotional maturity, a positive demeanor, and the ability to problem-solve in a supportive way to ensure mutually beneficial outcomes with everyone. Finally, this position is expected to easily manage sensitive internal and external matters with a high level of confidentiality and discretion. 

Essential Duties, Functions & Responsibilities

• Ensure efficient use of CEO time by functioning as the gatekeeper to the CEO. Incoming and outgoing communications, requests for time, meetings, etc. to and from the CEO's office are filtered and prioritized, ensuring unnecessary requests for time and other distractions are kept to a minimum.
• Coordinate and manage the CEO’s calendar, including travel arrangements, meetings, conferences, and special events. Prioritize the most sensitive matters. Assist CEO in planning and coordinating daily calendar. Keep the CEO apprised of deadlines and time frames. 
• Provide administrative support to the CEO that ensures communication and responsiveness, such as taking calls and scheduling appointments and meetings.
• Support the conserving of the CEO’s time by reading, researching, and routing correspondence and answering inquiries appropriately.
• Develop and maintain Board binders, administrative files, and policy manuals.
• Plan and oversee Board Recruitment, Board Orientations, and Board training with CEO input and direction.
• Support the Board of Directors by preparing draft minutes to record meetings. Act as liaison between Board and management ensuring Board calendar is followed and holding department heads accountable for timely reports and materials.
• Oversee filing and maintenance of legal corporate records: e.g.: Board By-Laws, Articles of Incorporation; and some external agency contract agreements; coordinate other corporate filing with the CEO.
• Work with the Board and CEO regarding coordination and completing yearly donation and fund-raising activities and events.
• Ensure the Board calendar and matrix are followed.  Plan and anticipate timeframe requirements and communicate expectations to appropriate personnel. Responsible for the tracking of appropriate follow-ups from all meetings and tracking the timely completion of tasks as necessary.
• Support the CEO by developing draft agendas and minutes for meetings with the CEO and other staff members, including department and leadership meetings.
• Create and maintain CEO reports and presentations as directed.
• Work closely with the CEO and Human Resources Department in planning and executing All-Staff Meetings.
• Supervise Administration personnel which includes the assignment of work, following up on results of projects and communication loops, and overseeing the routine department responsibilities.
• Ensure that administrative workflows and procedural processes are developed and implemented.
• Oversee administrative reception areas and ensure that policies and procedures are developed and implemented.
• Responsible for the scheduling of administrative personnel, ensuring that personnel are available to cover area during BAIHP operational hours.
• Oversee the BAIHP of the administrative folder and maintain accurate files and records for easy locating and tracking.
• Work closely with the Grant Department to assist and track the completion of progress reports for all funding streams, including grants, contracts, fiscal agents, and other related funders for BAIHP.
• Provide a link for smooth and productive communication between the CEO and internal departments, demonstrating leadership to maintain credibility, trust, and support with management and staff.
• Support BAIHP events by overseeing the Event Planning Committee in the planning of BAIHP annual events.  Provide project management skills and support for the group.
• Responsible for all administrative and executive ordering of supplies and keeping up the inventory of supplies.
• Expected to exercise independent judgment and discretion on sensitive and confidential projects, assignments, and information. Manage sensitive matters with a high level of confidentiality and discretion.

Minimum Mandatory Qualifications:

Education:

• Bachelor’s degree in business, business administration, or a closely related field.

Experience:

• 3 years administrative experience assisting C-level personnel.
• 3 years supervisory experience
• 5 years administrative experience in general.

License/Certification:

• Valid CA driver’s license

Skills:

• Skilled in customer relationship management.
• Experience in project management.
• Critical thinking and problem-solving.
• Excellent time management skills.
• Attention to detail.
• Adaptability to changing situations, goals, and objectives without negative reactions to situations and personnel.
• Advanced proficiency in office processes (along with software).
• Works well under pressure and can maintain efficiency and effectiveness, ensuring that tasks are completed accurately and on time even when goals and objectives change quickly.
• Enough financial competence with the ability to comprehend basic financial reports.
• Excellent organizational skills, including the ability to work productively and make independent decisions.

Communication Skills:

• Demonstrate proficiency in communication and writing skills.
• Language Skills: Ability to read, analyze, and interpret general and professional documents.
• Ability to write routine reports and correspondence.

Interpersonal Skills:

• Ability to foster teamwork; train and direct the work of team members and colleagues.
• Ability to build strong relationships, converse proficiently, and collaborate seamlessly with others.

Technology:

• Familiar with electronic healthcare records systems.
• Proficiency with using computer-based applications (e.g. Microsoft Office) and clinical information management systems.
• Proficiency with office and administrative software.
• Proficiency with setting up virtual meetings with the ability to problem-solve basic technical issues.

Benefits offered at BAIHP:

At BAIHP, we value our employees and strive to provide comprehensive benefits to support their well-being, financial security, and work-life balance. Here’s what we offer:

• 401(k) matching
• Dental, Health, & Vision insurance
• Health savings account
• Life insurance
• Paid time off (Vacation, Sick, Vacation Reward)
• Employee Assistance Program (EAP)