Executive Administrator & Project Manager

Our mission: 'To provide comfort and care through life's journey

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General Summary:

The Executive Administrator & Project Manager serves as a highly trusted extension of the Executive Directors office with two primary responsibilities: Executive Administration and Executive Project Management. The position provides high-level administrative support to the Executive Director while also accepting projects, priorities, and implementation assignments from the Executive Director and coordinating with leaders and employees across HIA Health to achieve the intended results.

This position is expected to move work forward. When an organizational priority or project is assigned by the Executive Director, the Executive Administrator & Project Manager identifies the appropriate individuals who need to be involved, establishes the work plan and timeline, facilitates communication and decision-making, monitors progress, addresses barriers, and follows the work through implementation and completion. The position provides the Executive Director with a consistent mechanism for ensuring that executive decisions and assigned projects are translated into action and completed.

Essential Functions:

Executive Administration

- Provide high-level administrative and organizational support to the Executive Director.

- Manage and organize the Executive Directors calendar, meetings, deadlines, commitments, correspondence, and priorities.

- Assist with management and organization of executive email, identifying items requiring response, delegation, follow-up, or Executive Director attention.

- Maintain an organized system for Executive Director priorities, commitments, decisions, and outstanding items.

- Anticipate upcoming needs, deadlines, Board requirements, meetings, and organizational commitments.

- Draft, edit, proofread, format, and finalize executive correspondence, reports, presentations, documents, and other materials.

- Prepare meeting agendas and materials and attend designated meetings with the Executive Director.

- Document decisions, assignments, responsible individuals, and expected completion dates.

- Maintain confidentiality and exercise sound judgment regarding sensitive organizational, personnel, Board, financial, and operational information.

Board & Governance Support

- Coordinate administrative support for the Board of Directors and Board committees in partnership with the Executive Director.

- Prepare and organize Board agendas, Executive Director reports, presentations, supporting documents, and Board packets.

- Coordinate collection of required materials from organizational leaders.

- Track Board decisions, requests, commitments, and follow-up items.

- Assist the Executive Director with preparation for Board meetings, committee meetings, executive sessions, retreats, and other governance activities.

- Maintain current and organized Board and executive documents.

Executive Project Management

- Accept projects, implementation priorities, and special assignments directly from the Executive Director and assume responsibility for coordinating the work through completion.

- Translate Executive Director direction into clear objectives, work plans, timelines, responsibilities, deliverables, and measures of completion.

- Identify and engage the appropriate leaders, providers, employees, and departments necessary to accomplish the assigned objective.

- Work directly with responsible individuals to obtain the actions, information, decisions, and results necessary to complete assigned projects.

- Establish project timelines and expectations and maintain consistent follow-up with responsible individuals until deliverables are completed.

- Coordinate implementation of Executive Director decisions that require action across one or multiple departments.

- Facilitate meetings and working sessions necessary to move assigned projects forward.

- Identify barriers, competing priorities, unresolved decisions, or missed deadlines and work with responsible leaders to resolve them.

- Escalate significant barriers, unresolved issues, or lack of progress to the Executive Director when appropriate.

- Verify that implementation has occurred rather than considering a project complete solely because a recommendation, plan, or meeting has occurred.

- Provide the Executive Director with concise progress updates, outstanding decisions, barriers, and completed results.

- Maintain a centralized tracking system for Executive Director projects and assignments.

Executive Communication & Work Product

- Take concepts, notes, drafts, reports, and other work developed by the Executive Director and prepare them for professional presentation and distribution.

- Draft and prepare communications on behalf of the Executive Director.

- Review executive documents for accuracy, clarity, consistency, tone, and presentation.

- Prepare reports, presentations, Board materials, meeting materials, and organizational communications.

- Maintain organized electronic files, project records, and current versions of Executive Director and Board documents.

Benefits:

We offer a robust benefits package for qualifying full-time and part-time employees. Depending on eligibility, a variety of benefits include health insurance, dental insurance, vision insurance, life insurance, a 401(k) retirement plan, short-term and long-term disability, and a generous time off package.

We have a Drug Free Workplace Policy. An accepted offer will require a drug screen and pre-employment background screening as a condition of employment.

Pay Range: Starting at $36.00/hour (based on experience)

Expectations of all Employees
Support the mission, vision and values through unequaled quality patient care, professional competence, collaboration, communication, innovation, accountability, ownership and provide support to the entire agency regardless of their primary office location.

HIA Health has HEART
Honor - Accepting the honor of service to hospice patients, families, and communities.
Excellence - Striving for excellence in my work, as we stand on hallowed ground.
Attitude - Choosing a positive attitude at work.
Respect - Training people with the same respect I wish to be given.
Teamwork - Valuing everyones contribution in delivery of care, operation of the organization and stewardship of our resources.

Qualifications

Education, Certificates and Experience:

- Bachelors degree or Masters degree in Business Administration, Healthcare Administration, Organizational Leadership, Project Management, Communications, or related field required. Candidates actively pursuing an advanced degree may be considered.

- Five or more years of progressively responsible experience in executive administration, project management, healthcare administration, organizational leadership, or a related professional environment preferred.

- Experience supporting executive leadership and working with Board of Directors, strongly preferred.

- Demonstrated ability to coordinate complex projects and achieve results through individuals who do not directly report to the position.

- Exceptional organization, communication, writing, judgment, discretion, and follow-through.

- Demonstrated ability to influence, facilitate accountability, and move work forward without direct supervisory authority.

- Ability to work effectively with executives, physicians, clinical leaders, Directors, Managers, employees, Board members, and external partners.

- Ability to move comfortably between detailed executive administrative responsibilities and complex organizational projects.