Access Health CT
Executive Assistant to Chief Executive Officer
Access Health CT, Hartford, Connecticut, us, 06112
Executive Assistant to Chief Executive Officer
The Executive Assistant supports the CEO office in all matters, including communications with staff, senior leadership team, State of CT agency heads, elected government officials, schedule management, and proactive identification of opportunities to assist in the smooth operation of the CEO office. The role also oversees office facilities management. It is highly independent, reports to the CEO, and supervises at least one employee.
Essential Duties and Responsibilities
Manage the CEO’s calendar
Manage the Board Administration department’s budget for board meeting expenses, department salaries, and trainings
Correspond with board members, staff, and key stakeholders on the CEO’s behalf
Coordinate with the Government Affairs & Communications Manager on scheduling with the Washington D.C. delegation, the Governor’s office, and other public officials
Handle logistics of Board of Directors and Committee meetings, including preparation of meeting materials, confirming quorums, posting materials for public consumption (pre and post meetings), and technology coordination
Participate in developing agendas for Board of Directors, Strategy Committee, and Health Equity Outreach and Consumer Experience (HEOC) meetings
Stay apprised of any FOIA legislative changes related to public meetings
Prepare key take‑aways from board meetings and distribute to senior leadership team
Co‑create the weekly All Team TEAMS Meeting, coordinate content, and manage presenters
Support CEO by anticipating needs, proactively collecting resources, and handling matters expeditiously
Prioritize conflicting needs and assist with bringing projects to successful completion, often under deadline pressure
Create leadership meeting agendas by collecting agenda items from all SLT members
Participate and support SLT during senior leadership meetings
Resolve problems in a timely manner by gathering and analyzing information or data
Manage incoming calls and correspondence from board members, staff, government representatives, elected officials, and consumers
Arrange travel plans, itineraries, and agendas; compile documents for travel-related meetings
Complete the CEO’s expense reports as needed
Other duties as required
Management of Office Facilities
AHCT liaison with the building management company
Manage facilities budget and contracts, including office upgrades, general supplies, department/employee needs, lease agreements, parking agreements, security, and proper disposal of documents
Oversee management of the office’s supply inventory, purchase orders, and requisitions
Manage all matters related to office space, ensuring proper functioning of equipment, appliances, and space configuration
Manage the parking garage agreements to ensure all eligible employees have a company-paid parking pass
Maintain building security on active and inactive employees and provide new hires with paperwork to obtain an ID badge
Serve as primary point of contact for urgent facilities management matters, including alarms and panic button
Oversee and delegate facility‑related responsibilities
Supervisory Responsibilities
Supervise the Governance Specialist’s organization of monthly Board of Directors and Committee meetings
Attend all required management/supervisory training
Encourage employee growth and development
Prepare mid‑year and annual performance reviews
Meet weekly with staff and conduct bi‑weekly 1:1s
Review and approve timecards
Hold employee(s) accountable for reaching goals
Demonstrate company values and support employees’ adherence to them
Requirements Qualifications
BS/BA degree in a related field or equivalent experience
5–7 years’ experience as an executive assistant in business, healthcare insurance, state government, or quasi‑public agencies
Ability to effectively present information and respond to questions from managers, customers, and the public
Experience working with a Board of Directors preferred
Experience in facilities management strongly preferred
Ability to attend to urgent after‑hours matters on nights and weekends
Professional demeanor and self‑confidence
High degree of professionalism to handle sensitive and confidential information
Ability to read, analyze, and interpret information
Ability to solve practical problems and handle a variety of concrete variables in situations with limited standardization
Ability to interpret a variety of instructions in written, oral, diagram, or schedule form
Proficient in Microsoft Office and comfortable learning new software systems
Excellent communication, interpersonal, and organizational skills
Physical Demands
The employee is frequently required to sit, hear, use hands to type data, and utilize a phone or other electronic communication device. The employee may occasionally operate business machines. Specific vision abilities required include close vision and the ability to adjust focus.
Work Environment
This role is in‑office two days per week (Tuesday and Wednesday). The noise level is usually low. The other three days are remote unless facility needs arise. Requires fast‑paced deadlines and high stress at times. Minimal travel.
Equal Opportunity and affirmative action employer
Equal Opportunity and affirmative action employer.
Seniority Level Mid‑Senior level
Employment Type Full‑time
Job Function Administrative
Industries Government Administration
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Essential Duties and Responsibilities
Manage the CEO’s calendar
Manage the Board Administration department’s budget for board meeting expenses, department salaries, and trainings
Correspond with board members, staff, and key stakeholders on the CEO’s behalf
Coordinate with the Government Affairs & Communications Manager on scheduling with the Washington D.C. delegation, the Governor’s office, and other public officials
Handle logistics of Board of Directors and Committee meetings, including preparation of meeting materials, confirming quorums, posting materials for public consumption (pre and post meetings), and technology coordination
Participate in developing agendas for Board of Directors, Strategy Committee, and Health Equity Outreach and Consumer Experience (HEOC) meetings
Stay apprised of any FOIA legislative changes related to public meetings
Prepare key take‑aways from board meetings and distribute to senior leadership team
Co‑create the weekly All Team TEAMS Meeting, coordinate content, and manage presenters
Support CEO by anticipating needs, proactively collecting resources, and handling matters expeditiously
Prioritize conflicting needs and assist with bringing projects to successful completion, often under deadline pressure
Create leadership meeting agendas by collecting agenda items from all SLT members
Participate and support SLT during senior leadership meetings
Resolve problems in a timely manner by gathering and analyzing information or data
Manage incoming calls and correspondence from board members, staff, government representatives, elected officials, and consumers
Arrange travel plans, itineraries, and agendas; compile documents for travel-related meetings
Complete the CEO’s expense reports as needed
Other duties as required
Management of Office Facilities
AHCT liaison with the building management company
Manage facilities budget and contracts, including office upgrades, general supplies, department/employee needs, lease agreements, parking agreements, security, and proper disposal of documents
Oversee management of the office’s supply inventory, purchase orders, and requisitions
Manage all matters related to office space, ensuring proper functioning of equipment, appliances, and space configuration
Manage the parking garage agreements to ensure all eligible employees have a company-paid parking pass
Maintain building security on active and inactive employees and provide new hires with paperwork to obtain an ID badge
Serve as primary point of contact for urgent facilities management matters, including alarms and panic button
Oversee and delegate facility‑related responsibilities
Supervisory Responsibilities
Supervise the Governance Specialist’s organization of monthly Board of Directors and Committee meetings
Attend all required management/supervisory training
Encourage employee growth and development
Prepare mid‑year and annual performance reviews
Meet weekly with staff and conduct bi‑weekly 1:1s
Review and approve timecards
Hold employee(s) accountable for reaching goals
Demonstrate company values and support employees’ adherence to them
Requirements Qualifications
BS/BA degree in a related field or equivalent experience
5–7 years’ experience as an executive assistant in business, healthcare insurance, state government, or quasi‑public agencies
Ability to effectively present information and respond to questions from managers, customers, and the public
Experience working with a Board of Directors preferred
Experience in facilities management strongly preferred
Ability to attend to urgent after‑hours matters on nights and weekends
Professional demeanor and self‑confidence
High degree of professionalism to handle sensitive and confidential information
Ability to read, analyze, and interpret information
Ability to solve practical problems and handle a variety of concrete variables in situations with limited standardization
Ability to interpret a variety of instructions in written, oral, diagram, or schedule form
Proficient in Microsoft Office and comfortable learning new software systems
Excellent communication, interpersonal, and organizational skills
Physical Demands
The employee is frequently required to sit, hear, use hands to type data, and utilize a phone or other electronic communication device. The employee may occasionally operate business machines. Specific vision abilities required include close vision and the ability to adjust focus.
Work Environment
This role is in‑office two days per week (Tuesday and Wednesday). The noise level is usually low. The other three days are remote unless facility needs arise. Requires fast‑paced deadlines and high stress at times. Minimal travel.
Equal Opportunity and affirmative action employer
Equal Opportunity and affirmative action employer.
Seniority Level Mid‑Senior level
Employment Type Full‑time
Job Function Administrative
Industries Government Administration
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