Executive Assistant

Description

The Executive Assistant provides high-level administrative support to the Chief Executive Officer (CEO) and executive

leadership team of Utah Partners for Health. This role is integral in managing contracts, supporting grant submissions and

reporting, maintaining board documentation, and ensuring the smooth operation of the executive office. The ideal

candidate is a proactive, detail-oriented professional with excellent organizational, communication, and multitasking

skills, who thrives in a mission-driven environment.

Role and Responsibilities

Administrative Support

• Manage the CEO’s calendar, including scheduling appointments, meetings, and travel arrangements.
• Screen and respond to calls, emails, and correspondence on behalf of the CEO.
• Prepare, proofread, and edit documents, reports, presentations, and correspondence.

Board of Directors Coordination

• Organize and coordinate board meetings, including agenda preparation, materials distribution, and minute taking.
• Maintain accurate records and files related to board activities and governance documentation.
• Ensure compliance with board-related policies and procedures.

Contracts and Grants Management

• Maintain and organize all organizational contracts, ensuring timely renewals and compliance tracking.
• Assist in the preparation, submission, and tracking of grant applications.
• Monitor grant compliance and reporting requirements, coordinating with relevant departments to gather necessary data.
• Prepare and submit periodic grant reports to funders as required.

Meeting and Event Coordination

• Plan and coordinate executive team meetings, staff events, and other special projects.
• Serve as a liaison between the executive office and internal/external stakeholders.

Project Management

• Assist in tracking and managing organizational projects, ensuring deadlines and milestones are met.
• Conduct research and prepare summaries or briefings on relevant topics for executive decision-making.

Office Operations Support

• Maintain and organize filing systems, both electronic and physical.
• Oversee office supplies and equipment.
• Manage confidential and sensitive information with the highest level of discretion.

Communication Support

• Draft and distribute internal communications on behalf of the CEO or executive leadership.
• Assist in creating external communications, including grant-related updates and reports.
• Coordinate media relations and support public-facing activities as needed.

Other Duties as Assigned

• Provide additional administrative or operational support as required.

Requirements

Qualifications and Education Requirements

Education and Experience

• Associate or bachelor’s degree in business administration, healthcare administration, or a related field, or
• equivalent experience.

Experience

• Minimum of 3 – 5 years of experience in an administrative role, preferably in a healthcare or nonprofit
• environment.

Skill & Competencies

• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Exceptional written and verbal communication skills.
• Excellent organizational and time management skills, with attention to detail.
• Ability to work independently and collaboratively in a fast-paced environment.
• High degree of professionalism, discretion, and confidentiality.

Salary : $29 - $35