Under general supervision, the Corporate Executive Assistant (CEA) performs varied secretarial and clerical duties for the President/Chief Executive Officer (CEO); Assists with a variety of assignments and office functions; Enhances department effectiveness by providing information and support to the Executive & Management Teams. Also: Oversees and Coordinates all grants funded applications for Federal & State agencies, institutions, local government, or units of local government.
MAIN RESPONSIBILITIES & DUTIES:
- Travel & logistic arrangements for CEO and other administrative staff as needed.
- Maintains CEO's schedule and manages internal & external appointments.
- Maintains CEOs monthly expenses and credit card reports.
- Produces information by transcribing, formatting, inputting, editing, retrieving, copying and transmitting text, data, correspondence and proposals as directed.
- Organizes & coordinates all Executive & Management Teams meetings, including room setting, taking & transcribing minutes and arranging for meals as appropriate.
- Maintains & protects operations by ensuring confidentiality of sensitive issues.
- Orders supplies for the department following internal procedures.
- Opens and routes CEOs and other correspondence as assigned.
- Responsible for the Administrative Office petty cash fund and corporate credit card.
- Assists in the supervision of the operation & maintenance of the administrative printers, and the copy & fax machines.
- Keeps equipment operational by following instructions and established procedures.
- Contributes to team effort by collaborating on all office related functions as needed.
- Assists the Executive Assistant to the Board of Directors (BOD) in the preparation & mailings of monthly agendas and Board packets as needed.
- Assists the CEO with organizing/planning, preparing, and implementing all aspects of the Strategic Planning.
- Serves as the primary backup for the Executive Assistant to the BOD
- Oversees and coordinates all Grant Applications including Grant Writing as needed according to format required and submits applications to funding sources.
- Reviews literature dealing with funds available through grants from Federal & State agencies as well as private foundations to determine feasibility of developing programs to supplement local Ampla Healths annual budget allocations.
- Confers with personnel affected by proposed program to develop program goals and objectives, outline how funds are to be used and explain procedures necessary to obtain funding.
- Discusses program requirements and sources of funds available with administrative personnel.
- Serves as the Point of Contact with federal, state, county, and private organizations for all on-going and potential future Grants.
- Meets with representatives of funding sources to work out final details of proposals.
- Directs, coordinates, evaluates and monitors grant funded programs or writes specifications for evaluation and monitoring of programs by outside agencies.
- Produces periodic progress reports to comply with grant requirements and maintains master files on grants.
- Monitors paperwork and reports connected with grant funded programs.
- Tracks relevant data and evaluates outcome measures.
- Performs other relevant duties as assigned by supervisor.
QUALITIES & CHARACTERISTICS:
- Maintains a professional relationship and positive attitude with co-workers, the public, patients and all Ampla Health staff, Board of Directors, and vendors.
- Maintains the highest professional ethics in all dealings with people; is a model for all employees through his/her actions.
- Strives to expand skills & abilities and is receptive to learning different methods to accomplish tasks.
- Displays enthusiasm toward the work and the mission of Ampla Health.
- AA degree in Communications, Business, or related field; BA highly preferred
- Four+ years experience of increased responsibility in secretarial & clerical duties
- Outstanding oral & written skills, including ability to draft letters and other documents
- Ability to take, write and transcribe meeting minutes as appropriate
- Solid operational knowledge of Microsoft Word, Excel, Power Point, and other office programs, including ability to accurately type a minimum of 50 wpm
- Ability to use general office equipment such as a computer, typewriter, copy machine, fax machine, telephones, etc.
- Proven knowledge of administrative office methods & procedures
- Ability to develop and maintain good working relationship with management & staff
- Must have neat and legible handwriting
- Must be able to interact with staff & patients courteously and calmly
- Ability to communicate well with the public