Executive Assistant - Visiting Nurse Association of Central Jersey

Overview:

Executive Assistant

Greater Newark Health Care Coalition

 

About Greater Newark Health Care Coalition (GNHCC): The vision of Greater Newark Health Care Coalition (GNHCC) is for all residents of Newark, East Orange, and Irvington to have a fair and just opportunity to attain their highest level of health. GNHCC is also one of four not-for-profit regional health hubs (RHHs) in New Jersey working with both clinical and social service providers to improve patient care and outcomes for Medicaid beneficiaries. In furtherance of this vision, and role as an RHH, GNHCC plays four key roles: convenes community stakeholders, collects and analyzes data, pilots programs, and advances advocacy and policy. GNHCC plays these roles in three areas of work: maternal & infant health, child & adolescent health, and regional community health.

 

Position Summary: The Executive Assistant will handle a wide variety of administrative tasks to support the Executive Director and daily affairs of GNHCC.

 

Duties and Responsibilities: Daily responsibilities shall involve scheduling meetings, responding to emails and telephone calls, and drafting meeting minutes, memos, and presentations and supporting program, staff and external partners, among other duties:

Responsibilities:

Support Executive Director
• Serve as key liaison between Executive Director (ED) and key internal and external partners,
clients, institutions and other stakeholders, providing excellent customer service.
• Provide ED with appropriate preparation before meetings and check-ins, including creating
agendas, providing reminders about content and action items and tracking follow-up items.
• Manage additional professional and personal projects for ED as needed.
• Excellent oral and writing skills, ability to do proofreading, data entry and assist in developing
presentations as needed.
• Participate in program implementation as needed.

 

Serve as Liaison to Board of Directors
• Oversee board and committee meeting calendars.
• Organize all logistics for board and committee meetings.
• Maintain and distribute board related documents, e.g. bylaws, manuals, minutes,
rosters, etc.
• Manage communications to board members regarding meetings, events, gatherings, etc.
• Manage booking of meetings, location and caterer
• Record minutes during meetings and distribute to board post-meeting.
• Manage the board member portal in GNHCC’s website and keep it updated.
• Manage board member contact information and update it as needed.

 

Provide Fiscal Support
• Complete invoicing, expense reports, reimbursements and travel arrangements for individuals
and groups.
• Responsible for bank deposits in alignment with internal controls.
11/21/2024
• Oversee tracking and depositing of all checks received in the mail.
• Uphold office debit/credit card procedures.
• Serve as Designated Representative responsible for tracking and proper record keeping of receipts
for all GNHCC Debit/Credit Card purchases.
• Serve as Designated Representative responsible for upholding policies and procedures for GNHCC
Office Petty Cash.
• Other operational responsibilities as assigned during annual audit fieldwork.

 

Manage Office Logistics
• Responsible for meticulous calendar management for Executive Team including planning
meetings, coordinating recurring check-ins and communicating with multiple parties to schedule
events.
• Maintain general office functions, including office supply inventory and ordering.
• Support agency’s technology needs, including system oversight, vendor management and
troubleshooting.
• Assist with phones.
• Uphold office mail procedures.
• Oversee staff meeting organization (meeting reminders, food, staff reports and materials).
• Manage systems to ensure office is tidy and organized.
• Act as a liaison with VNA on any suite needs (e.g. carpet cleaning, light fixture replacement, office
temperature, etc.).
• Responsible for professional development logistics and office celebrations (birthdays, baby
showers, etc.).
• Support large-volume mailings and packet compilations and filing.
• Responsible for GNHCC’s records retention compliance.
• Assist with additional general office tasks as needed.
Support Communications Strategy
• Maintain GNHCC website and social media platforms in collaboration with Program

 

Managers/Associates
• Manage consultants, including public relations and web designers, as needed.

Qualifications:

• Bachelor’s degree in business or similar education
• At least three years of strong experience working as an Executive Assistant/Office Manager, with
  demonstrated expertise in anticipating and fulfilling the needs and priorities of a senior executive.
  Must have experience managing others' calendars.
• Outstanding time management and organizational skills, with proven ability to multi-task,
  accomplishing numerous tasks and changing priorities in an effective and timely manner;
  demonstrated ability to execute on short-term, deadline-driven tasks daily, and long-term
  projects
• Strong interpersonal skills and the ability to build relationships with colleagues
• A strong work ethic and positive attitude, with an independent disposition and a willingness to do
  what it takes to get the job done
• High level of proficiency in Microsoft Office Suite, Microsoft Teams and Zoom is required;
  experience with Adobe and Constant Contact preferred.
• Willingness to work evenings and weekends when needed
• Ability to work effectively with diverse constituents and communities. Multicultural competency.
• Bilingual English-Spanish

EEOC:VNA Health Group provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.