What are the responsibilities and job description for the Executive Assistant to CEO and CFO position at CIBD?
The Center for Inherited Blood Disorders (CIBD) is a mission-driven non-profit focused on delivering high-quality, comprehensive, and family-centered care to improve the quality of life for children and adults with blood disorders. When choosing a career with CIBD, you will be part of a growing organization dedicated to improving public health and committed to your professional development.
Job Summary
Reporting to the Chief Executive Officer, the Executive Assistant delivers comprehensive administrative and office support to the Chief Executive Officer and Chief Finance Office, and ensures the smooth and efficient daily operation of the office.
Department: Administration
Shift: Day
Schedule: Monday - Friday (typically 8:30 - 5:00)
Location: Onsite
Department: Administration
Shift: Day
Schedule: Monday - Friday (typically 8:30 - 5:00)
Location: Onsite
Essential Job Duties
- Task Prioritization: Prioritize and manage multiple tasks simultaneously. Anticipate and prioritize needs and deadlines, proactively addressing needs to ensure timely completion of assignments. Exercise sound judgment in handling urgent matters and escalating issues as appropriate.
- Calendar Management: Coordinate and manage executive calendars, including scheduling meetings, appointments, and travel arrangements, while ensuring optimal use of time and resources. Address calendar conflicts, ensure smooth day-to-day operations and engagements, and provide information needed for upcoming meetings.
- Meeting Coordination: Arrange and coordinate business meetings, conferences, and events. Prepare and distribute meeting invitations, agendas, take minutes, and follow up on action items as necessary. Ensure proper meeting room set up, including necessary materials and technology, execute relevant follow-up as needed. Plan and manage social events (holiday party) and create opportunities for informal get-togethers to create camaraderie and unity. Coordinate travel itineraries, including flights, accommodation, transportation, meal reservations, and event registrations. Anticipate and proactively address any travel-related issues or changes to plans.
- Communication Liaison: Serve as the primary point of for the CEO, CFO, and administrative team by screening and prioritizing incoming calls, emails, and correspondence with external customers, suppliers, community leaders, and others as needed; draft and compose emails, letters, reports, and other documents on behalf of the C-suite, maintaining professionalism and confidentiality.
- Document Management: Organize and maintain physical and electronic files, documents, and records, ensuring easy access and retrieval when needed. Manage confidential and time sensitive information with urgency, discretion and integrity. Understand organizational policies and procedures necessary to ensure appropriate decision-making protocols are followed.
- Relationship Management: Cultivate and maintain positive relationships with internal and external stakeholders, including executives, department leaders (Clinic; Finance; Grants; Human Resources; Infusion Center; Operations; Pharmacy; Research), colleagues, vendors, and community partners. Serve as a representative of the CIBD senior executive team, demonstrating professionalism and diplomacy in all interactions.
- Office Management: Serve as the main point of contact for office-related inquiries, manage office supplies, and maintain well-organized office conditions. Manage vendor relationships (e.g.; leasing/property management; insurance; partner organizations). Implement compliance related policies and ensure compliance with safety standards (including HIPAA) and operational protocols (e.g., Blood Borne Pathogens, Hand Hygiene, Title 22 requirements). Coordinate with Finance on expense tracking, reporting, and accounts receivable collections.
Requirements
- High school diploma or GED (Bachelor degree or equivalent years of experience and training preferred)
- 5 - 7 years of experience as an executive assistant or similar role
- 3 years of experience supporting C-suite professionals
- 2 years of experience in healthcare (outpatient acute setting or other healthcare facility preferred)
Licensure/Certification
- Basic Life Support
- HIPAA training
Other Required Skills and Qualities
- Excellent communication skills with employees and outside contacts, both verbal and written, with a keen eye for detail and accuracy
- Strong organizational and time management abilities, with the capacity to prioritize tasks and manage competing demands effectively
- Discretion and confidentiality in handling sensitive information and dealing with confidential matters.
- Strong problem-solving skills, resourcefulness, creativity, and can-do attitude
- Excellent interpersonal skills with positivity and professionalism
- Quality decision making based on analysis, experience, and good judgment
- Proven ability to effectively collaborate with internal team, cross-functional team, and external parties
- Familiarity with Joint Commission accreditation standards
- Familiarity with credentialing and privileging processes for medical professionals
- Ability to interpret, adapt, and apply guidelines or procedures to ensure patient confidentiality and quality of care
- Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams, SharePoint) and other relevant software applications (Salesforce) with the ability to quickly adapt to new technologies
Benefits
- 100% employee coverage of medical and vision, and 99% employee coverage of dental
- 50% dependent coverage of medical and vision
- FSA Health
- Life insurance
- Paid Time Off
- 10 observed paid holidays
- 403b retirement plan with 4% match
Compensation offered will be determined by factors such as location, level, job-related knowledge, skills, and experience.
About the Organization
The Center for Comprehensive Care & Diagnosis of Inherited Blood Disorders (CIBD), a 501(c)3 non-profit organization, is committed to providing comprehensive care for patients and their families with rare, chronic inherited blood disorders. CIBD is a part of a nationwide network of over 140 Hemophilia Treatment Centers that use multidisciplinary teams of blood disorder specialists to provide expert comprehensive diagnosis, medical care, outreach, education, outcomes monitoring, surveillance, and prevention services to people with hemophilia, Sickle-Cell Anemia, Thalassemia, Von Willebrand Disease, and other related hematology conditions. CIBD is the regional grantee for the Western States Region/Region IX providing regional leadership, fiscal and administrative oversight, grants management, capacity building, clinical education, technical assistance, evaluation, and outreach to public and private health agencies at the local, state, and federal levels.
The Center for Comprehensive Care & Diagnosis of Inherited Blood Disorders (CIBD), a 501(c)3 non-profit organization, is committed to providing comprehensive care for patients and their families with rare, chronic inherited blood disorders. CIBD is a part of a nationwide network of over 140 Hemophilia Treatment Centers that use multidisciplinary teams of blood disorder specialists to provide expert comprehensive diagnosis, medical care, outreach, education, outcomes monitoring, surveillance, and prevention services to people with hemophilia, Sickle-Cell Anemia, Thalassemia, Von Willebrand Disease, and other related hematology conditions. CIBD is the regional grantee for the Western States Region/Region IX providing regional leadership, fiscal and administrative oversight, grants management, capacity building, clinical education, technical assistance, evaluation, and outreach to public and private health agencies at the local, state, and federal levels.
The Center for Inherited Blood Disorders is an Equal Opportunity/Affirmative Action Employer advancing inclusive excellence. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected categories covered by the company's non-discrimination policy.
We are committed to attracting and retaining a diverse workforce along with honoring unique experiences, perspectives, and identities. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.
www.cibd-ca.org
Salary : $33 - $37
