The Executive Assistant provides support to two key executives on a variety of operational, programmatic, and administrative activities at our small healthcare nonprofit. This individual assists with all aspects of planning and successful delivery of critical internal and external meetings, provides support as needed to the Leadership Team, and also serves as the primary administrative backup.
Essential Job Functions
- Manages all aspects of meeting scheduling, including maintenance of calendars and tracking of meeting requests and invitations accepted/declined, agenda creation/dissemination, etc.
- Coordinates travel arrangements and logistics for meetings and presentations, including making and tracking arrangements, completing required documentation, preparing comprehensive and accurate travel folders, creating agendas, and taking minutes as needed
- Maintains accurate records (paper and electronic) for executives (biographies, resumes, article archives, travel information, etc.)
- Assists the Finance department with various tasks related to expense reimbursements, budgeting, honoraria, and reconciliation
- Serves as primary contact for Board members and Board/Committee meetings; coordinates meeting space, A/V, meals, room blocks, attendance, funds assistance requests, agendas, creation and dissemination of related documentation, etc.
- Professionally and effectively handles calls/inquiries from internal and external sources
Provides general administrative support, including copying, faxing, shipping, and filing; assists with other general administrative responsibilities as needed
Interacts with team members customers, members, and Board members via phone, email, and in person at designated events
Provides exemplary customer service to members, partners, and key stakeholders
Reviews internal and external-facing content and communications to ensure they are current and accurate
- Documents relevant job-related policies and procedures, keeping them up to date
- Travel: Minimal (up to 10%) travel is required. All NPSF team members are required to travel to the organization’s events.
- Completes other duties as assigned. Duties, responsibilities, and activities may change at any time with or without notice
- At least three years of administrative experience with demonstrated ability to support Executive staff, including experience working with or as an Executive Assistant
- Experience coordinating travel, calendars, and events
- Experience supporting governance boards, including developing agendas, producing and sending documents and communications, coordinating logistical arrangements, and documenting accurate minutes.
- Bachelor’s degree or equivalent
- Health care experience
- Not-for-profit experience
Language, Communication, and Reasoning Ability
- Professionally communicates and interacts with all constituencies
- Has outstanding verbal and written communication skills, using appropriate spelling, grammar, punctuation, tone, and etiquette at all times
- Effectively presents information and responds to questions
- Has strong interpersonal skills and initiative
- Is professional, enthusiastic, self-directed
- Has superior organizational skills and attention to detail
- Works effectively independently and on a team
- Effectively conveys issues and concerns, and escalates when necessary
- Requests and provides feedback; is responsive to suggestions
- Demonstrates sound problem-solving and decision-making skills
- Demonstrates ability to tactfully handle difficult situations
- Maintains confidentiality and handles sensitive information appropriately
- Is able and flexible to adapt well to diverse and changing situations and constituencies
- Advanced proficiency in the use of Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook
- Experience using Board engagement software and polling/survey tools
- Experience using a database and/or Association Management System (AMS)
- Familiarity with web-based meeting platforms
- Ability to post and view items on NPSF social media (Facebook, Twitter, LinkedIn)
- The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
- While performing the duties of this job, the employee is regularly required to talk, hear, and see. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms. The employee may be asked to occasionally lift and/or move objects up to 25 pounds.
- This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets.
If you are interested in growing professionally within an innovative, highly respected organization, we invite you to submit your resume and cover letter (including salary requirements) to: Employment@npsf.org