Executive Assistant

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GULF COAST CENTER - JOB DESCRIPTION

Job Title: Executive Assistant

Location: Galveston County

FLSA Status: Non-Exempt

Working Status: Full-Time w/benefits

Summary:

Provide comprehensive, high-level administrative support to the CEO, COO, and CNO. Reporting directly to the CEO, the Executive Assistant provides executive support in a one-on-one working relationship and serves as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO. The Executive Assistant serves as a liaison/secretary to the Board of Trustees and facilitates communications with senior management teams; organizes and coordinates executive outreach and external relations efforts and oversees special projects. This position requires the ability to exercise good judgment in a diversity of situations, think critically and offer solutions to problems with a high level of professionalism and confidentiality, possess administrative and organizational skills, and the ability to maintain a realistic balance among multiple priorities.

Gulf Coast Center operates under a trauma-informed approach based on the six key principles of Safety, Trustworthiness & Transparency, Peer Support, Collaboration & Mutuality, Empowerment & Choice, and Cultural, Historical & Gender issues.

Job Duties: (To be performed with or without accommodation as based on ADA requirements)

The Executive Assistant will be responsible for the following:

Essential Job Duties: 

  • Manage professional and personal calendar for CEO, including agendas, mail, email, calls, travel arrangements, and other organizational logistics. Works closely and effectively with the CEO to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. 

  • Act as liaison and provide support to the Board of Trustees. Arrange and handle all logistics for Board meetings and events: schedule meetings; draft agendas; develop, compile, and distribute presentation materials; and record meeting minutes as Board Secretary. Adhere to compliance with applicable rules and regulations set in bylaws regarding Board matters. Perform other duties applicable as liaison to the Board of Trustees.
  • Complete a broad variety of administrative tasks that facilitate the CEO's ability to effectively lead the organization, including: assisting with special projects; assisting with grant coordination, designing and producing complex documents, reports and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintain contact lists; making travel arrangements. 
  • Organize and coordinate Executive Management team and/or Senior Leadership team communications/meetings/retreats and correspondence, and plan events, both internally and externally.
  • Schedules, coordinates, and manage meetings including coordinating conference rooms, creating/reporting meeting agendas, and taking meeting notes as required. 
  • Manage sensitive matters with a high level of confidentiality and discretion especially decisions directly impacting the global operations of the organization. Maintains confidential files, records and other information.
  • Perform research as well as analyzes data, organizes and assembles information in presentation format.
  • Using various software, including word processing, spreadsheets, and presentation software to prepare reports and/or special projects as requested.
  • Display professionalism and leadership when representing Center throughout daily operation. 
  • Will be responsible and accountable for the adherence to and promotion of the agency compliance policy and will require communication with various departments to foster, develop and continue our community partnerships as it relates to the position.

  • Treat all individuals with the utmost courtesy, decency and respect.

  • Provide responsive, and efficient services.

  • Interact with staff, consumers, local entities and advocacy groups to provide a service that meets local needs.

  • Provide highest level of Customer Service for both internal and external customers.

  • Required to report personnel leave; flex time and emergency leave to assigned supervisor.

  • Strict adherence to the professional, ethical, and legal requirements set forth in GCC's Business Code of Conduct as well as the Corporate Compliance Plan.

  • Consistent adherence to the Center's Dress Code.

  • Consistent adherence to Center safety guidelines and expectations.

  • May be required to travel within Brazoria and Galveston Counties.

  • Out of region travel may be required to attend trainings.

  • Must maintain a clear driving record and driver's license in accordance with our Driver Policy.

  • Requires current Texas Driver's License, reliable transportation and must maintain current auto liability insurance.

Non-Essential Job Duties:

  • N/A

Supervision:

  • Receives direct supervision from Chief Executive Officer

Required Education:

  • Requires a high school diploma or equivalent.

Preferred Education/Licensure/Certifications:

  • Associate or Bachelor's degree in Business Administration

  • Completion of Business & Technology certification program with emphasis on administrative support.
  • IAAP Certified Administrative Professional (CAP) 

Required Licensure/Certifications:

  • N/A

Required Experience:

  • 3–5 years previous experience supporting one or more C-Level executives, preferably in a public healthcare setting; OR 3-7 years experience of administrative assistant experience, preferably in a public healthcare setting.

  • Technically proficient in all MS Office Suite applications, Adobe Acrobat and Social Media web platforms.

Preferred Experience:

  • Experience supporting upper-level management in a public healthcare setting.

  • Experience with Electronic Health Records (EHR).
  • Nonprofit board experience.
  • 5-10 years experience supporting C-Level executives.
  • Bilingual - English/Spanish

Abilities/Traits:

  • Reliable time management skills and ability to meet deadlines.

  • Excellent writing, editing, grammatical, and research skills. 
  • Highly organized and detail oriented with strong project management and organization skills; able to perform and prioritize multiple tasks seamlessly.
  • Ability to create internal processes and filing systems.
  • Strong interpersonal skills, high degree of professionalism, and the ability to build relationships with diverse groups of people, including Board members, senior executives, staff, community leaders, donors, and funded partners. 
  • Able to accept precise direction and work in a closely managed relationship.
  • Demonstrated mature problem-solving approach to daily work inclusive of critical thinking skills and strong decision-making capability.
  • Ability to maintain a high level of integrity and discretion in handling confidential information.
  • Resourceful team-player, with the ability to also be extremely effective independently.
  • Demonstrated proficiency with MS Office Suite applications; ability to design and edit graphic presentations and materials.
  • Proficiency in researching and reporting on topics related to non-profit advocacy, public policy, grant funding, or trends in operations.
  • Ability to express self clearly and effectively, orally and in writing.
  • Requires ability to work within a team approach.
  • Requires proficiency with computer skills, programs and email.

Working Conditions:

  • Work will be performed in the Office, Field and/or Remotely setting(s).
  • May require varied work hours depending on need of clients.
  • Out of region travel may be required to attend trainings.
  • May require travel to various locations within Brazoria and Galveston Counties. Requires current Texas Driver's License, reliable transportation safe and current with all state requirements, and liability insurance.

Special Projects:

  • Assist supervisor when requested to complete special projects and complete all assignments within a time frame negotiated with the supervisor. Completion of other duties as assigned by supervisor as it relates to the program and position.

Job Related Physical/Mental Requirements & Environmental Conditions:

Physical:

  • Ability to transport, adjust and/or move items up to 45 lbs.
  • Ability to ascend/descend stairs.
  • Ability to remain in a stationary position for long periods of time.
  • Ability to handle objects.
  • Ability to operate office equipment.
  • Ability to move around within an office setting and/or other locations as needed; may include ability to bend/twist, kneel/stoop and/or reach for items.
  • Ability to detect and write effectively.
  • Ability to hear (with or without aid).
  • Ability to have visual acuity to operate a motor vehicle and observe objects within work setting.

Mental:

  • Ability to accept constructive criticism.
  • Ability to maintain regular attendance.
  • Ability to understand, communicate and comprehend accurate information with others in English.
  • Ability to reason and analyze effectively.
  • Ability to solve practical problems as it relates to position.
  • Required to pass and maintain all Center mandated trainings.

Work Site/Environmental Conditions:

  • Ability to work alone.
  • Ability to work closely with others.
  • Ability to work long and/or irregular hours.
  • May be subjected to hostile environment.
  • May be subjected to both inside and outside environmental conditions.
  • Subject to standard noise levels within working environment.
  • Travel by motor vehicle, van, bus or plane may be required.

Qualified individuals must be able to perform these functions with or without reasonable accommodations as based on ADA requirements.