Executive Assistant

Lake Superior Community Health Center (LSCHC) has an opening for a full-time Executive Assistant.

The Executive Assistant is responsible for performing administrative functions for the CEO and staff Leadership Team. Duties include maintaining organizational policies and protocols; maintaining contracts; manage all Board related activities including meetings minutes, agendas and committee meeting scheduling; scheduling and Outlook calendaring for the CEO; work with management team on supply ordering; responsible for maintaining clinic-wide forms to ensure uniform appearance and single source of distribution; other administrative tasks as needed.

Position requires in area travel for bi-weekly mail run between buildings; procurement of supplies and food items for clinic business and meetings, and other local errands.

Job Qualifications:

• High school graduate (or G.E.D.)
• Previous experience as executive assistant or administrative assistant
• One-three years of office experience
• Training in Microsoft Office including Word and Excel; skilled in data entry
• FQHC experience preferred but not required

Job Knowledge, Skills and Abilities:

• Ability to exercise initiative and judgment
• Ability to make decisions and work well under pressure of multiple demands and deadlines
• Maintain confidentiality
• Ability to assume responsibility for project management, and to complete project tasks by established deadlines without direct supervision
• Ability to prioritize and coordinate multi-tasks and assignments
• Advanced knowledge of office skills, including:

• Excellent oral and written communication skills
• Accurate grammar, spelling and punctuation skills
• Proficient PC skills – Microsoft Word, Excel, PowerPoint, Outlook, Zoom
• Ability to establish and maintain positive relationships with colleagues, vendors and others

Licensure and Credentials:

• NA

Functions and Responsibilities:
1.0 Provide administrative support to the CEO and Board
1.1 Type, edit, and distribute items such as Board agendas and accompanying documentation, Board and committee meeting minutes, letters, reports, presentation, etc.
1.2 Attend meetings, as assigned, and prepare and distribute meeting notices, agendas, and minutes in a timely manner.
1.3 Compile and organize information for reports.
1.4 Create and maintain confidential filing system for correspondence, contracts, projects, administrative functions, personnel, committees, etc.
1.5 Manage CEO Outlook calendar and scheduling
1.6 Take meeting minutes for leadership meetings

2.0 Compliance Oversight:
2.1 Ensure all contracts are entered into the clinic database and that notices of renewal or termination are timely sent to contract owners
2.2 Ensure that policies and procedures are entered into the database and that old versions of policies are archived, new versions tracked and maintained, Board approval obtained where required, etc.
2.3 Prior to review date, distribute copy of protocol to responsible persons
2.4 Distribute protocols to staff and maintains protocol books.
2.5 Assist with creating new protocols as requested by managers/directors.
2.6 Maintain and update all insurance policies and emergency operation protocols
2.7 Coordinate patient surveys and other patient-centered communication at all sites
3.0 Miscellaneous Duties
3.1 Perform or ensure the mail runs are performed bi-weekly
3.2 Perform or ensure that errands are performed such as ordering/shopping for food for meetings, supply management, and other in the community errands
3.3 Maintain client confidentiality
3.4 Ability to travel between sites and as otherwise required by the organization
3.5 Oversight and maintenance of patient pantries at each location
3.6 Other duties as assigned

Job Type: Full-time

Pay: $40,000.00 - $48,400.00 per year

Benefits:

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

Schedule:

• Monday to Friday

Work Location: In person

Salary : $40,000 - $48,400