Executive Assistant Job at Bedford-Stuyvesant Family Health Center in New York

Overview

The Bedford-Stuyvesant Family Health Center (BSFHC) is a Federally Qualified Health Center (FQHC) that serves all of the primary health care needs of families in the heart of North and Central Brooklyn. Our mission is to provide the most professional, courteous and highest quality health care, with dignity, to those we serve, especially the undeserved population, without regard for ability to pay.

We are seeking an Executive Assistant to the President/CEO to join our team. The Executive Assistant will perform a variety of high level administrative and executive duties to ensure smooth and efficient operation, while maintaining the highest level of confidentiality.

Responsibilities

• Exercise discretion and autonomy in managing a wide variety of administrative items with varying levels of complexity, time-sensitivity, and confidentiality.
• Communicate effectively on behalf of the CEO with tact, diplomacy, and discretion in written and verbal communications.
• Execute a broad variety of administrative responsibilities for the President/CEO including document review, document/communications preparation, manage meeting minutes and an extremely active business calendar of appointments; composing and preparing confidential correspondence.
• Coordinate executive communications, including taking calls, responding to emails, and interfacing with clients and business partners.
• Prioritize conflicting needs; handle matters expeditiously and proactively, and follow-through on projects to successful completion, often with deadline pressures.
• Greet visitors with professionalism and poise.
• Perform office duties such as ordering supplies, preparing invoices for approval, and completing miscellaneous forms.
• Create and manage spreadsheets including pivot tables and macros, visualization and dashboards, charts, and tables, importing and exporting critical data.
• Create executive PowerPoint presentations including charts, graphs and importing and exporting of critical data.
• Proactively create and maintain executive calendar(s) in alignment with Executive needs and preferences.
• Organize, coordinate, and/or support large and complex programs, events, or conferences by arranging for facilities and catering, issuing information or invitations, coordinating speakers, and oversight of event budget and overall management.
• Proactively and independently organize and expedite workflow and initiate follow-up when necessary to ensure schedules and deadlines are met.
• Provide project management assistance.
• Create agendas, schedule appointments, and staff meetings to include operational priorities between various departments and issue meeting minutes when appropriate or as requested.
• Prepare and edit reports and presentations using Microsoft Office software; organize and maintain electronic and hard copy files.
• Managing incoming correspondence (phone, email, etc.) with attention to detail and accuracy.
• Management of calendars; appointment scheduling and coordination of all logistics.
• Management of expenses, providing proper documentation and accurate records for reimbursement and general procedures.

Education/Experience Required

• Bachelor's degree
• Minimum 5 years professional/corporate Executive Assistant experience required.
• Minimum 2-years as the Executive Assistant to the C-suite (CEO preferred).
• Strong proficiency (Expert level) in MS Office Outlook, Word, PowerPoint and Excel

Other Related Skills/Experience

• Oral skills: Speaks with confidence using clear, concise, and direct sentences.
• Written skills: Produces well thought-out, professional correspondence, free of grammatical and spelling errors.
• Very tech-savvy, especially skilled in the Microsoft Office suite. Ability to learn new software applications, as needed.
• Expert knowledge of how to create, document, and improve processes and procedures.
• Flexibility and willingness to work additional hours, when necessary. Demonstrate strong self-starter, independent, pro-active, and self-motivated. Previous experience that demonstrates ability to carry out administrative functions proficiently and complete quality work on a timely basis.
• Demonstrate resourcefulness with proven ability to anticipate needs, prioritize responsibilities, manage multiple priorities with tight timelines, and take initiative.
• Ability to work well both in team environment as well as operate independently with minimal supervision.
• Ability to analyze organizational and administrative problems, multitask, and adapt to changing priorities.
• Strong sense of urgency, self-motivated, reliable, and resourceful.
• Excellent verbal and written communication, and time management skills.
• Ability to troubleshoot, problem-solve, and anticipate issues needing resolution.

Salary

Annual Salary 50k-60k and based on experience.

Benefits Overview

We offer attractive compensation with comprehensive benefits including: Medical, 401k Retirement Plan with discretionary Match, Free Life Insurance and Long-Term Disability, Transportation Plan, Generous Paid Vacations and Holidays.

BSFHC IS AN EQUAL OPPORTUNITY EMPLOYER