Executive Assistant/Board Liaison

Our mission is to Advance Alaska’s Wellness by being the ally for all Alaskans to live their healthiest lives. Our core customers are Alaska Community Health Centers. We are a team of highly qualified and effective professionals in an array of community-minded and -focused areas of study who love to help communities improve access to health and healthcare.

We strive to deliver high quality and tailored training and technical assistance to Community Health Centers and other community health providers in policy, workforce development, clinical care, financial sustainability, governance, and quality.

Position Summary

Reporting directly to the CEO, the Executive Assistant and Board Liaison provides executive support in a one-on-one working relationship. The Executive Assistant and Board Liaison serves as the primary point of contact for matters pertaining to the Office of the CEO and the Board of Directors. The position partners with senior management teams; organizes and coordinates executive outreach and external relations efforts; and will be assigned to oversee special projects.

The Executive Assistant and Board Liaison must be creative and enjoy working within a small, innovative environment that is mission-driven, results-driven and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with exemplary written and verbal communication, project management and execution, organizational skills, and the ability to maintain a realistic balance among multiple priorities. This role will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Essential Duties and Responsibilities include the following:

Other duties may be assigned, as necessary.

• Completes a broad variety of administrative tasks for the CEO including managing an active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
• Plans, coordinates, and ensures the administrative staff schedule is maintained and assists with collaborative coordination amongst teams in providing coverage of duties for the main office. Provides training and resources to administrative staff upon request.
• Communicates directly, and on behalf of the CEO, with Board members, staff, and others, on matters related to the CEO’s programmatic initiatives. Reviews and categories emails and prioritizes the responses and replies.
• Coordinates, prioritizes and manages Board communication, materials and follow-up on regular (full) Board meetings, Executive Committee meetings, Bylaws Committee meetings, and special meetings of the Board.
• Serves as primary point of contact for Board officers for scheduling, electronic voting, minutes review & approval, and pre-meeting preparation.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the Executive Committee, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
• Facilitates a bridge between the CEO and APCA staff to maintain credibility, trust, and support with senior management staff.
• Works closely and effectively with the CEO to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping him/her updated.
• Provides leadership to build relationships crucial to the success of the organization and manages a variety of special projects for the CEO, some of which may have organizational impact or work directly with the Board. One such project is recording updates to the strategic plan and preparing reports on it to the Board.
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the Executive’s ability to effectively lead.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Has direct responsibility of scheduling, preparing, staffing (including recording minutes of meetings) of full Board meetings. Maintaining roster, calendar of events, orientation, and communication
• Assists the Executive in the development of Board orientation, education, and governance materials and supports the facilitation of orientation and education processes throughout the year
• Maintains discretion and confidentiality in relationships
• Assists in coordinating the agenda of senior management team meetings and off-sites, and all-staff meetings
• Edits and completes first drafts for written communications to external stakeholders
• Follows up on contacts made by the CEO and supports the cultivation of ongoing relationships
• Hold and be responsible for a corporate credit card

Qualifications / Knowledge

Required

• Associates’ degree in related field or a combination of education and relevant work experience
• 2 to 4 years of experience supporting Executives and Board Members, preferably in a non-profit organization
• Experience and interest in internal and external communications and partnership development
• Highly proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms. Willingness to learn and become proficient in Asana project management software.
• Professional Administrative Certification of Excellence (PACE) certification preferred, or ability to obtain similar certification within 1st year of employment
• Knowledge of the Community Health Center Program desired.

Preferred

• Bachelor’s degree

Skills and Abilities

• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners, and donors
• Expert level written and verbal communication skills
• Demonstrated proactive approaches to problem-solving with strong decision-making capability
• Emotional maturity
• Highly resourceful team-player, with the ability to also be extremely effective independently
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment
• Forward looking thinker, who actively seeks opportunities and proposes solutions

Supervisory Relationship

• Received
  • Works under the direct supervision of CEO. Performance is assessed through review of work, integration, and cooperation within the Department and APCA, communication with all stakeholders, quality and timeliness of deliverables and associated criteria.

Language Skills

Required

• Fluency in written and spoken English required.
• Superior written and oral communication skills.

Travel Required

In-city travel by personal vehicle for meetings, tasks, and errands as needed. In-state and out-of-state travel may occur. Mileage is reimbursed per APCA policy.

Hours per Week

This is a full-time position, 40 hours/week. Generally, hours are 8:00 a.m. to 5:00 p.m.

Physical Demands

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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit, talk, and hear, and be able to operate a computer, printer, telephone, computer/projector combination, and photocopier.

Work Environment

Duties will generally be performed in an office setting with travel and associated accommodations throughout the local area, the state of Alaska, and the Lower 48 as needed.

NOTE: Any description of work is a picture of the major responsibilities of a position at a given point in time. Jobs are dynamic and assignments/priorities may change. The primary purpose of this description is to outline and communicate key tasks and expectations for the position. This description does not imply or create a contractual relationship. Alaska Primary Care Association is an at-will employer.