Working with the Chief Executive Officer, the Executive Administrative Coordinator oversees and manages all office procedures, office management, and other tasks as assigned by the Chief Executive Officer for Community Health Partnership, a nonprofit membership organization committed to improving the health and wellbeing of the Pikes Peak region.
CHP was formed in 1992 by local healthcare leaders to foster a collaborative approach to addressing health-related issues. We exist to improve the health of the Pikes Peak region. Our vision is to pioneer a process of collaborative leadership that results in measurable improvements in community health.
Key Responsibilities and Duties
- Schedule and maintain the Chief Executive Officer’s calendar and ensure appropriate materials are provided in advance of meetings.
- Anticipate the needs of the CEO and ensure those needs are met in a timely manner.
- Organize and schedule meetings for Board & Executive Committee, Finance/Audit Committee, CHP Senior Staff, CHP Staff, and other meetings as needed.
- Compile and distribute information packets for the Board of Directors, Executive Committee, Finance/Audit Committee, and other committees/groups as needed.
- Record, compile, and distribute minutes for CHP Board, CHP Executive Committee, CHP Finance/Audit Committee, CHP Senior Staff, and others as assigned.
- Provide any necessary support to CHP Board members in a timely, discrete, and professional manner.
- Plan and organize CHP Board and staff retreats.
- Organize CHP General and Annual Membership meetings and other events as needed.
- Process and track all Letters of Support through the Board of Directors or the CEO as appropriate.
- Perform as Office Manager, including the responsibility for office supplies, maintenance, and all general office needs.
- Maintain the organization’s website and act as the Facebook interface.
- Perform communications functions including implementation of the organization’s communications plan.
- Track all membership dues and assist with invoicing and collection of dues.
- Schedule all CHP conference rooms and conference call lines.
- Maintain CHP, Board, Finance/Audit, and other group membership listings/distribution lists.
- Draft letters, documents, agreements, etc. as requested by Chief Executive Officer.
- File and organize CHP materials.
- Provide support and/or training to other CHP employees as necessary.
- Perform ad-hoc functions as requested by Chief Executive Officer and Director of Finance.
- Discretely review sensitive and/or high-level materials when requested and advise as appropriate.
- Provide staff and Board with historical information regarding the organization.
- Support outside organization’s meeting needs as requested by CEO by scheduling meetings, securing conference rooms, etc.
Knowledge, Skills and Abilities
- Ability to work independently (with initiative) or as a team member with good judgment and discretion, especially with senior management and Board members.
- Proficient with Word, Excel, PowerPoint, and Adobe.
- Good writing, listening, analytical, problem-solving, and prioritization skills.
- Knowledge of principles and practices of office administration, planning, and records management.
- Ability to efficiently organize files for essential retrieval of information.
- Ability to effectively communicate with decorum and discretion.
- Ability to follow oral and written instructions.
- Ability to ensure closure, including on behalf of the CEO.
- Ability to operate standard office equipment, including but not limited to, computers, telephone systems, calculators, copiers, and facsimile machines.
- At least three (3) years of progressive experience in general office responsibilities and procedures.
- At least five (5) years of administrative support to executives.
- Experience with Microsoft Outlook, Word, Excel, and PowerPoint.
- Knowledgeable in the basic principles and practices of office management and organization.
Essential Job Functions Employee Must Be Able to Perform
- Must be able to remain in a stationary position 50% of the time.
- The person in this position needs to occasionally move about inside the office to access file cabinets, office machinery, etc.
- Using a computer and associated peripherals up to eight hours a day (keyboard, mouse, monitors, etc.).
- Operate a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer.
- Accessing and maintaining security of Personal Health Information (PHI).
- A background check will be required prior to start of employment.
- You must be eligible to work in the United States and have access to reliable transportation.
Licenses, Certificates, or Equipment Required
This position may require the incumbent to occasionally use personal equipment (e.g. vehicle, cell phone, tools, etc.) in the course of their employment.
- Interested candidates should submit a resume, cover letter, and salary expectations by January 8, 2020 to firstname.lastname@example.org.
CHP IS AN EQUAL OPPORTUNITY EMPLOYER