What are the responsibilities and job description for the Executive Assistant to CEO position at SpectraCare Health Systems, Inc.?
One of Alabama's largest community mental health systems, SpectraCare Health Systems provides mental health, substance abuse, development disability and prevention services to residents of Houston, Henry, Barbour, Dale and Geneva Counties. For more information regarding our services or employment opportunities, please visit our website at www.spectracare.org.
Executive Assistant to CEO
The Executive Assistant will be based at our administration office in Dothan, Alabama. This position will report directly to SpectraCare's CEO and will provide clerical and administrative assistance to the CEO. Work hours are Monday-Thursday 8am-5:30pm and 8am-12pm on Friday. Some of the essential duties of the position include:
Executive Support:
- Coordinate meetings and appointments for CEO.
- Compose correspondence to legislators, media, general public and internal staff as needed
- Coordinate site visits, audits and necessary follow up responses for the system
- Will complete requested budgets, proposals, applications, reports and graphs by gathering and compiling data in a timely manner
- Will maintain records of all required standards, policies and procedures of the Alabama Department of Mental Health and SpectraCare Health Systems and assist with insuring compliance of the same
- Event planning for various Board and Senior Management meetings, training events and staff functions to include securing venue, meal planning and venue preparation
- Perform various assigned tasks to provide administrative support for the CEO
Board Support:
- Will attend all board meetings and record minutes and other requested documents in a timely and error free format
- Will secure necessary signatures and distribute correspondence and reports to the Board of Directors, Senior Management Team and the State of Alabama
- Scheduling board meetings, meal planning and assisting with travel arrangements when necessary
Community Involvement:
- Represent SpectraCare Health Systems at various community events in a pleasant, professional manner
- Promote, attend and participate in various Wiregrass United Way events within the catchment area
Requirements and Qualifications:
- Proficiency in Microsoft Word, Outlook, Excel and Powerpoint
- Demonstrated ability to communicate effectively both verbally and written
- Must possess strong organizational skills
- Must maintain sensitive and confidential information under HIPAA law and 42 CFR.
- Must be able to work a flexible schedule to include periodic weekend/evening work
- Some travel within the catchment area will be required.
- Must be able to perform independently and accurately in a time sensitive environment
- Must possess organizational skills and be able to multitask. Must have a working knowledge of various programs to include but not limited to: Excel, Word, Powerpoint, Teams and Zoom, etc.
- Must be able to use discretion and sound judgement in making decisions with regard to rules and regulations
- Possess the ability to remain confidential while building solid working relationships with all levels of staff and the general public
- HS Diploma/GED is required with at least (5) years' experience providing administrative support to senior level management or a BS degree with (3) years' experience
- Prior work experience with a community service organization or state agency is strongly preferred
- Knowledge of community and government resources and funding is preferred
- Position will require a pre-employment drug screen, background check and MVR
Benefits:
- Blue Cross Blue Shield of Alabama Health and Dental Insurance
- Retirement Systems of Alabama
- Paid Life Insurance
- AD&D Insurance
- Dependent Life Insurance Plans
- Paid holidays, vacation and sick leave
