Executive Administrative Secretary

1 on 1 Technical & Theological College has partnered with Valley Healthcare.

Summary

This position provides comprehensive administrative and clerical support to the Chief Executive Officer and administrative staff, ensuring the efficient organization of the office.

Duties and Responsibilities

The Executive Administrative Assistant will:

• Executive Support:
• Provide administrative and clerical assistance to the CEO and the administrative team.
• Manage the CEO’s Outlook calendar and emails, anticipating needs and ensuring timely responses.
• Grant and Proposal Assistance:
• Assist the CEO in developing grants and proposals by researching and compiling necessary data.
• Front Desk and Communication:
• Serve as the first point of contact for both internal and external guests, delivering exceptional customer service.
• Answer the switchboard, take messages, and transfer calls promptly.
• Receive, sign for, and manage daily deliveries.
• Meeting Coordination:
• Prepare for and attend board meetings by sending reminders, ordering meals, setting up the boardroom, updating binders, and taking minutes for various meetings, including:
• Provider Meetings
• HR Committee Meetings
• QA Committee Meetings
• Pick up breakfast for Committee Meetings as needed.
• Prepare agendas for weekly managers’ meetings when required.
• Communicate with board members regarding meetings, notifications, and other business matters.
• General Administrative Tasks:
• Run errands occasionally (such as picking up meals).
• Format, edit, and mail routine correspondence.
• Make travel arrangements and maintain a cross-reference filing system.
• Draft articles and manage newsletters, as well as oversee campaign communications.
• ID and Access Management:
• Manage the ID badge process by taking pictures and creating badges.
• Grant controlled access into the administrative office.
• Mail and Document Handling:
• Open, sort, and distribute mail to appropriate staff members.
• Marketing and Event Support:
• Collaborate with the marketing committee on annual Health Center events (e.g., GA Gives Day, National Health Center Week).
• Create marketing documents and design ads for the organization, patients, events, recruiting, etc.
• Maintain and design the organization’s website and update social media platforms (Facebook & Twitter) regularly.
• Assist board and staff members with information gathering for events and projects.
• Organize staff events such as birthdays, baby showers, organization events, and holiday celebrations.

Evaluation

Work performance—including specific duties, responsibilities, demeanor, and work ethic—will be continuously evaluated by the CEO in accordance with center policies.

Minimum Qualifications

• High School Diploma or equivalent; a bachelor’s degree in professional writing is preferred.
• Three years of experience providing administrative assistance to upper-level management.
• Experience in news and feature writing.
• Proficiency with Microsoft Office (Word, PowerPoint, Excel, Publisher, Outlook) and routine office equipment.
• Ability to anticipate the CEO's needs and work proactively, both independently and collaboratively.
• Excellent communication skills, both written and verbal, with the ability to engage with a diverse group of professionals.
• Professional presentation in various meetings, whether in-house or offsite.
• A high degree of integrity to maintain confidentiality.

Preferred Knowledge, Skills, and Abilities

• Familiarity with HR policies and procedures.
• Experience with Accounts Receivable (AR) and Accounts Payable (AP).
• Fundraising and event planning skills.
• Knowledge of FQHC, UDS Mapper, and grant writing.
• Proficiency in social media management and marketing.

Job Type: Full-time

Pay: $10.00 - $12.00 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• Day shift

Work Location: In person

Salary : $10 - $12