General Definition and Scope of Job
The Senior Administrative Assistant provides high-level administrative, coordination and operational support to the Executive Assistant to the CEO. This role serves as a critical partner in ensuring the standards of production, collaboration, efficiency and effectiveness of the Executive Office by managing logistics including yet not limited to meetings, events, and initiative and coordinating communications, and supporting key administrative functions. The position requires professionalism, exceptional organizational skills, confidence in relationships, the ability to absorb detail, discretion, and the ability to anticipate needs in a fast-paced environment; and a willingness to adapt, and opportunities to improve administrative processes.
Core Responsibilities
- Provide direct administrative and coordinating support to the Executive Assistant to the CEO, helping manage the day-to-day operations of the Executive Office.
- Assist in maintaining the CEO’s and as indicated management team members calendar(s), including scheduling internal and external meetings and commitments and prioritizing requests. Support long term calendar planning anticipating for upcoming events, key actions, and deliverable.
- Support the preparation of Management Team meeting material, reports and agenda and ensure follow-up. Coordinate and/or support logistics including planning, set-up, facilitation for key visits and guests and partners; as well as Management, and Staff meeting across the various Manet locations, and event venues and special events; and Board and Committee meetings as needed.
- Partner with Marketing and Communication and on behalf of the Executive Assistant and CEO on composition and creation of communications
- Serve as a support liaison between the Executive Office and internal departments, ensuring timely communication and follow-through and customer/colleague service.
- Manage incoming inquiries and requests, exercising sound judgment in prioritization and escalation.
- Coordinate travel arrangements for staff and volunteers including itineraries, accommodations as indicated.
- Maintain and enhance organized filing systems (electronic and physical) for corporate executive documents.
- Track and help manage deadlines, projects, and deliverables for the Executive Assistant.
- Assist with special projects, strategic initiatives, and cross-functional coordination as assigned.
- Identify opportunities to improve administrative processes and increase efficiency within the Executive Office.
- Support in the preparation of surveys and audits; as well as grant reporting requirements, and annual organizational initiatives.
- Must have daily access to reliable transportation to travel to all Manet locations and external venues with the ability and willingness to transport office, event, or meeting supplies and materials.
- Other duties as assigned
Minimum Skills, Experience and Educational Requirements
- High School Diploma with Associates or bachelor’s degree preferred
- 5+ years of progressive administrative experience supporting leadership or executive roles
- Experience in healthcare, nonprofit, or corporate executive environment is a plus
- Exceptional organizational and time management skills
- High Level or professionalism and discretion
- Ability to maintain confidentiality
- Strong, demonstrated written, typing and verbal communication skills
- Proficiency in the Microsoft Office Suite.
- Working knowledge and curiosity of office AI.
Required Certifications and Licenses
None.
Critical Demands of the Job
- Manage multiple requests and prioritize appropriately.
- Ability to function in a faced paced setting with a variety of patients and staff.
- Ability to work independently as well as within a team
- Attention to details and prompt follow up.
- Includes walking and standing for long periods of time, sitting for short periods of time, hand dexterity, clear hearing and speaking ability. Must be able to lift a maximum of 1/3 of their body weight.
- Excellent organizational and interpersonal skills.
Working Conditions
- Works in well-lighted environment with comfortable surroundings.
- Stressful at times due to competing demands, including attention to multiple patients and staff.
- Will comply with all applicable laws, and will cooperate with the Manet Community Health Center compliance program rules and regulations.
Required Availability
May be required to work a rotating schedule as the department requires. This includes evenings, holidays and weekends.