Executive Assistant (60513)

Summary of Position :  Circle the City is a rapidly growing non-profit dedicated to providing high-quality, holistic healthcare to people experiencing homelessness in Maricopa County. The Executive Assistant will be responsible for providing high-level administrative support to the CEO and CMO and managing special projects as assigned. This position requires an individual who is proactive, well-organized and possesses exceptional communication, time management, interpersonal, and project management skills. The ideal candidate must be capable of working efficiently in a fast-paced environment, handling multiple tasks and priorities, and demonstrating discretion and confidentiality while handling sensitive information.

Essential Duties:

- Provides support and serves as the primary point of contact for internal and external constituents on all matters pertaining to the CEO and Executive Leadership Team (ELT).

- Drafts, reviews, and edits correspondence, reports, presentations, and other documents.

- Conducts research and compiles information for presentations, reports, and projects.

- Manage special projects, including project planning, implementation, monitoring, and reporting.

- Serves as a conduit and advisor on major projects to assist CEO and CMO with leveraging time constraints, reducing roadblocks, increasing impact, and accelerating progress.

- Functions as an extension of the CEO and CMO as needed and appropriate.

- Maintains professional, collaborative working relationships with staff across the organization, Board members, and volunteers.

- Tracks all board member information, maintains a current roster, ensures yearly documents are signed and filed, and establishes and facilitates an annual calendar of meetings for the Board of Directors and associated committees.

- Performs duties as the recording secretary for the Board of Directors and associated committee meetings. This involves scheduling meetings,  p reparing meeting agendas and presentations, taking minutes, and distributing them to relevant stakeholders.

- Updates the organization’s compliance software program (Compliatric) with necessary documents, such as board meeting minutes.

- Manages the schedules, coordinates meetings, and schedules appointments of the CEO, CMO, and other ELT members

- Sets up and coordinates conferences and meetings and travel for the CEO and CMO and other ELT members.

- Processes and tracks expense reports and invoices for CEO, CMO, and other ELT members.

- Orders business cards and other printed materials for the offices.

- Maintains a clean, comfortable, and safe office environment.

- Proactively takes on assignments with minimal direction and operational guidelines.

Qualifications

Basic Knowledge/Skills :

- Highly proficient in Microsoft Office Suite and strong overall computer skills.

- Detail-oriented and has the capacity to plan, manage, and follow through with large projects.

- Ability to plan, organize, coordinate and direct multiple activities with varied deadlines and deliver in a timely manner.

- Ability to maintain strict confidentiality.

- Ability to work with a large diversity of people including patients, volunteers, vendors, staff, Board Members, and the general public.

- Demonstrated critical thinking skills with the ability to analyze complex information and recommend creative, practical, and high impact solutions under stressful conditions and time constraints.

- Substantial experience in office procedures, telephone etiquette, and standard office equipment.

- Experience using project management software (e.g., Asana, Trello, JIRA) is preferred

- Previous experience working in healthcare, particularly in an FQHC or similar setting, is preferred but not required

Experience and Education:

- Bachelor’s degree from an accredited College/University

- Minimum 5 years previous experience with preferred experience in corporate governance & bylaws

- Experience supporting senior-level executives is highly desirable.

Physical and Mental Requirements

- Regularly lift and/or move up to 20 pounds and occasionally lift/or move 30 pounds.  May sit or stand for long periods of time.

- Demonstrated interest in working with an underserved population.

- Performs related functions as required.