About The Centers The Centers fights for equity by healing, teaching, and inspiring individuals and families to reach their full potential. We provide health, family, and workforce services at 11 locations throughout Greater Cleveland, creating life-changing solutions for people to lead healthier and more successful lives. Job Summary The Executive Administrative Coordinator will provide administrative support to the Chief Executive Officer. This position will coordinate the confidential schedule, administrative functions, and files of the President/CEO and clinical members of the Executive Team. The Executive Administrative Coordinator is responsible for organizing and managing calendars, scheduling, meeting logistics, and performing highly responsible and skilled administrative functions. Job Duties & Responsibilities Scheduling: Tracks weekly tasks and ensures they are completed on schedule. Acts as a confidential assistant, maintaining confidential and sensitive information with the highest level of discretion. Represents the company in a positive light with courtesy and kindness. Arranges and coordinates meetings and teleconferences; plans itineraries; makes reservations, maintains calendar, and coordinates the schedule for Chief Executive Officer. Keeps the CEO and Director of Executive Offices current on any changes to the schedule as planned. Schedules and coordinates meetings for clinical members of the Executive Team– Chief Medical Officer, Chief of Healthcare Operations, Chief of Psychiatry, Chief of Primary Care. Includes all key logistical information in meeting requests to allow for smooth flow to and from appointments. Confirm weekly appointments the end of week prior to appointment. Maintains a comprehensive calendar of dates and plans proactively in advance of recurring events. Organizes complex calendars and schedules, resolving any scheduling conflicts. Meeting Preparation & Coordination Drafts key biographical information on meeting attendees(when needed), agendas and prep materials in advance. Set up meeting spaces with necessary beverages and food, as needed, and maintain professional appearance of meeting spaces at all times. Coordinates meeting set-up, including audio visual, flip charts, name plates, conference phone, food and beverages, as needed. Take meeting minutes and tracks action items. General Support:Organizes and maintains files and archival content. Complete ad hoc projects as assigned, such as special events. Handle all phone calls in the executive office and route appropriately. As appropriate, delegate responsibility of inquiries to other Centers’ staff. Maintain accurate and current Outlook contacts for CEO. Maintain flow of information in and out of the executive office (signatures, meeting requests, etc.). Handle event registration and travel for CEO and Executive Staff. Process expense reports for the CEO and other members of the Executive Staff. Maintain Executive Office Supplies. Board of Directors: In partnership with the Director of Executive Offices, provide administrative support for the Board of Directors. Maintain official board documents on shared drive in a timely manner. Maintain records of Board rosters including all committee and task force assignments. Maintain all Board contacts including detailed bio information, photos, activities, and compliance ensuring all key documents (Statement of Expectations and Conflict of Interest are in place). Maintain record of Board member activities including Board, committee and Task Force attendance, financial contributions (in coordination with Development), volunteer and related contributions. Coordinate logistics of board meetings (room set up, food/beverages, folders, audio/visual, etc.) Take minutes at board and committee meetings that the Executive Office manages (Full board, Executive, Governance, Government Relations and all related taskforces). Other Job Duties & Responsibilities: Other duties as assigned. Supervisory This position does not supervise any position. Core Competencies Critical Thinking: uses reasoning and criteria to conceptualize, evaluate or synthesize ideas; challenges assumptions behind thoughts, beliefs or actions; draws conclusions based on relevant data. Initiative: identifies what needs to be done and does it before being asked or the situation requires it. Results Oriented: able to focus on the desired result of own work, set challenging goals, focus effort on the goals and meet or exceed them; translates concepts or ideas into actionable plans Thoroughness: ensures that own work and work of others are complete and accurate; carefully prepares for meetings and presentations; follows up with others to ensure that agreements and commitments have been fulfilled Verbal and Written Expression: Expresses thoughts clearly, concisely, and effectively both verbally and in writing. Able to communicate in understandable language and to adjust one’s use of language to the audience’s level. Interpersonal Savvy: relates well to all persons, up, down and sideways, inside and outside the organization; builds appropriate rapport; builds constructive and effective relationships; uses diplomacy and tact. Confidentiality: keeps information secret when necessary; respects the confidentiality and sensitivity of information or concerns shared by others. Judgement/Problem Solving: Distinguish between relevant and irrelevant aspects of a question at hand; weighs alternatives while maintaining priority level; suggests practical and feasible solutions; takes action readily when sudden problem emerges. Solves moderate problems with effective solutions; probes all fruitful sources for answers; looks beyond the obvious and doesn't stop at the first answers. Diversity & Inclusion: Self-aware, attentive listener, people-oriented, cognizant of bias, cultural intelligence; demonstrating respect for divergent viewpoints; an awareness of and sensitivity to the cultural diversity of the population served, thereby contributing to an environment that is equitable, inclusive, and cooperative. Flexibility: Adapts effectively to change by accepting changes in processes readily and with an optimistic perspective of the resulting benefits; readily accepts new technology as part of his/her job and uses it to continually improve efficiency or the quality of work products. Job Qualifications Must have a high school diploma or equivalent and demonstrated experience in an administrative support function. Must have intermediary proficiency in use of personal computers, Microsoft Word, PowerPoint, and basic proficiency in Excel. Must be able to travel independently to purchase emergency office supplies, meeting refreshments, and for occasional work-related matters. Must be capable of collaborating with all levels within the organization and with the public. Must be able to handle highly confidential and sensitive information. Physical Demands/Work Environment This job operates in a professional office environment. This role routinely uses standard office equipment. While performing the duties of this job, the employee is regularly required to speak and hear. The employee is frequently required to sit for extended periods of time, stand, walk, use hands and fingers, and reach with hands and arms.