Executive Administrative Assistant (Columbia)

Executive Administrative Assistant

START DATE: May 2024

DEPARTMENT: Administration

GRADE: 36    FLSA STATUS:  Exempt

TERM OF EMPLOYMENT: Full-Time

SALARY RANGE (DOE): $45,998.00 – $56,220.00 per year

South Carolina Primary Health Care Association (SCPHCA)

The SCPHCA is the unifying organization for CHCs in South Carolina. CHCs are time-tested models of community-based care. First established in 1964, CHCs are community-based, non- profit businesses that provide comprehensive, high-quality, patient-focused health care services in a culturally appropriate manner. With a focus on primary care, prevention, education, and case management, CHCs accept most health insurance plans including Medicare and Medicaid and for persons without insurance, services are provided on a sliding fee scale based on income and family size. 

Position Summary:  The Executive Administrative Assistant (EAA) is responsible for providing a wide variety of highly skilled administrative support to the CEO, COO, and CAO. The EAA also serves as a liaison to the board of directors, and senior management of the Association. The EAA will provide internal and external support with a high level of professionalism and in a manner that reflects positively on the Association, while always maintaining the highest level of confidentiality.

Duties/Responsibilities:

Board of Directors and Standing Committees

• Serves as the liaison for the Board of Directors.
• Maintains all Board records.
• Coordinates and prepares all aspects of meeting execution to include:
  • Tracking meeting attendance.
  • Reserves and prepares meeting room space (in-person) or if virtual, set up and run virtual meeting.
  • Tracks, monitors, and follows progression of open action items.
  • Draft meeting agenda(s), prepare board materials, and produce final board packets.
  • Record, transcribe, and produce accurate Board and Executive Committee minutes, monthly. 

• Provides staff support to the Nominating Committee and assists the CEO with the Executive Committee.
• Serves as the point person for new board member orientation and updates orientation materials, as necessary.
• Initiates the development of and assists with the coordination of the Annual Meeting and Board Retreat. 
• Works closely with the Manager of Member Services.

Executive Office

• Provides direct administrative support to the CEO and COO in varying capacities, to include, but not limited to the following:
  • Manage and maintain daily calendars of meetings.
  • Coordinates all scheduled meeting logistics (e.g., in-person, virtual, conference call).
  • Answer, screen, and direct phone calls and messages; handles direct inquiries.
  • Coordinates all aspects of business travel arrangements—airfare, hotel accommodations, transportation, itinerary preparation (TripIt), reconcile travel expenses and/or reimbursements, and maintains tracking of corporate credit card(s) charges.
• Serves as liaison for CEO/COO with staff (at all levels) and others (e.g., vendors, guests, internal/external partners, etc.).
• Handles special projects, as assigned.

Administration and Member Services

• Provides backup support for all administrative support positions during breaks, lunches, and absences to include:
  • Answering and routing incoming Association calls.
  • Distributing incoming mail. 
  • Assisting with the coordination of various Association meetings.
  • Provides general administrative support, as needed. 
•  Provides backup support for member services, as needed, during conference(s)/retreat(s).
•  Provides HR support to the CAO/Director of HR, as needed. (e.g., onboarding, schedule     interviews, background checks, etc.).

Education/Experience Required:

• Bachelor’s degree required—business administration or management concentration preferred or 10 years of experience. 
• 5+ years of related experience required in working in an executive assistant role supporting multiple C-Level executives, preferably in a non-profit organization.
• Experience working with non-profit Boards and taking official minutes for various committee meetings is highly preferred.
• Advanced proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint).
• Advanced virtual meeting experience (e.g., Zoom, WebEx, GoToMeeting platform) required.
• Human resource experience. 

Other Skills/Work Behaviors/Requirements:

• Strong writing skills with ability to proof-read and craft company documents.
• Business sense – has a strong business sense and can decipher priorities and make sound judgement calls, when needed.
• Excellent communication skills: ability to interact with people of all levels in a confident, professional manner.
• Commitment to excellence – perform duties at the highest level possible on a consistent basis.
• Superb customer service skills and attitude; team player.
• Ability to maintain a realistic balance among multiple priorities.
• Demonstrate ability and temperament to work with sensitive information.
• Ability to foresee potential problems and plan contingencies accordingly.
• Requires ability to work under a degree of stress related to duties that require constant attention and/or tight deadlines; must pay close attention to details.
• Ability to travel 5% both inter and intra state.
  

SC Primary Health Care Association (SCPHCA) is as an Equal Opportunity Employer. SCPHCA will not discriminate and does not tolerate discrimination or discriminatory treatment of any nature, including that based on race, ethnicity, gender, national origin, religion, age, disability, or veteran status.