Provides high-level administrative support to the President & Chief Executive Officer (CEO) of Community Health Accreditation Partner (CHAP). Work closely with the Senior Leadership Team, in addition to the Board of Directors and General Counsel as needed, to create a productive work environment, and assure smooth functioning of the Executive Office of the organization.
Provides administrative support to the President & CEO, including conducting research, handle information requests, preparing documents, presentations, and correspondence; making travel arrangements; preparing expense reports; scheduling meetings and conference calls; maintaining calendar; photocopying, faxing and scanning as needed; and fielding phone inquiries, routing inquiries to the proper parties, correspondence, and meeting requests.
Provides administrative support for the Senior Leadership Team (SLT), including creation of agenda for weekly meetings and maintenance of an action item tracking system.
With President & CEO, develops agendas for Executive Committee and Board of Directors meetings; work with SLT to compile and format background materials, including board reports, presentations, and communicate to Board/Committee members.
Draft minutes for Board of Directors and Executive Committee meetings, as well as necessary correspondence as appropriate.
Ensure that matters requiring the attention of the President & CEO are promptly addressed as appropriate, including speaking engagements, press opportunities, written statements, customer involvement, and overall operation of the organization.
Ensure that all Executive Office documents (correspondence, reports, minutes, proposals, project files, organizational files, and other documents as required) are organized appropriately, maintaining confidentiality as required and easily accessible.
Plan and provide on-site logistical support for Board of Directors meetings, Executive Committee meetings, Finance Committee meetings, ad-hoc Board committee meetings, and other special events as needed, coordinating with other departments when warranted. Ability to manage contractors’ work and/or event staff to execute the project or event.
In coordination with the President & CEO, assists with Governance Committee support and projects, including board orientation, conflict of interest disclosure, bylaws changes, etc.
Assists with President & CEO role in contracting process utilizing electronic system.
At the direction of the President & CEO, assist in organization-wide project planning and implementation, and perform other duties as assigned.
Education, Training and Experience:
Bachelor’s degree is preferred. At least 7 years of administrative experience, with two in service to executive level staff. Knowledge of office practices and procedures. Meeting/event planning and trade association experience is a plus.
Knowledge, skills and abilities:
Excellent computer skills (including MS office programs, Excel, PowerPoint, and Outlook) are also required, along with the ability to quickly learn new programs as needed.
Excellent verbal, written and interpersonal communication skills.
Strong interpersonal skills and superior oral and written communication skills.
Exceptional organization skills with the ability to organize work, prioritize multiple competing priorities and tasks, multi-task and meet deadlines.
Must handle confidential information in a professional and discreet manner.
Ability to work independently, handle multiple tasks simultaneously, adapt and respond quickly to changing demands and solve problems as they arise. Great attention to detail and quality of work product.
Anticipate needs of President & CEO, and exemplify a strong team and collaborative ethic, respectful demeanor, and integrity.
Demonstrate discretion and sound independent judgment and instincts, as well as solid analytical thinking skills to prioritize matters of significance, or be able to determine which issues may require immediate action for the President & CEO and/or the senior leadership team.
Represent the President & CEO and organization in a professional and congenial manner in person, on the telephone, and in written correspondence.
This position involves full time work based in the Washington, DC office. Due to the nature of this job, lifting of materials and equipment of up to 25 pounds is required. Extended periods of sitting/standing are required.
Some local and national travel may be required. Speaking in fluent English is required as are excellent writing skills for correspondence. The candidate must be able to hear, see and comprehend written documents to effectively perform this job. Extensive work on a PC and telephone, at a desk, is required.
The physical demands and work environment that have been described is representative of those encountered while performing the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions in accordance with the Americans with Disabilities Act.