Title: Executive Assistant to the CEO
Supervisor: CEO
Department: Executive
FLSA Status: Non-Exempt
Pay Level: TBD
Job Summary
The Executive provides clerical and technical assistance to the CEO and other Directors as needed to ensure effective and efficient communications and activities with TACHC members, staff, vendors and other partners; manages projects independently from organization and information gathering through to completion of final work products; manages facilities matters relative to building, grounds, security systems and office equipment maintenance; handles office management duties such as incoming mail and check processing/deposits.
Duties and Responsibilities
- Assisting CEO
- Books travel and prepares the CEO for numerous business trips throughout the year.
- Submits travel expense statements, American Express reconciliations, timesheets, and other paperwork relating to CEO travel.
- Prepares correspondence and other documents for the CEO.
- Files records and resources for the CEO.
- Files Lobbying Reports for CEO.
- May schedule meetings, conference calls and all other items on the CEO’s calendar and coordinates with TACHC staff to assist them in scheduling meetings associated with the CEO.
- Handles catering orders for TACHC Board of Directors Meetings held at TACHC and for other meetings as requested.
- Schedules the TACHC Board of Directors and the Executive Committee Meetings.
- Creates agenda, drafts Executive Directors Report, provides summaries of agenda items, drafts additional materials, assembles Board Books and takes minutes for the TACHC Board of Directors and the Executive Committee meetings.
- Handles subscription renewals (publications, memberships, etc.) as they come in.
- Orders/stocks office supplies for Executive Director as needed.
- Work with CEO to produce State of the Association presentation for Annual Conference.
- Completes other tasks as directed by the CEO.
- Develop presentations, including creating PowerPoint slides and other supporting documents.
- TACHC Administration
- Collects, date stamps and distributes incoming mail.
- Processes and logs incoming checks for TACHC and CHIA.
- Processes and makes bank deposits for TACHC and CHIA.
- Assists in preparation and staffing of conferences and trainings as needed.
- Schedules, creates agenda, compiles materials, assembles Board Books and takes minutes for all TACHC affiliate organization Board Meetings.
- Facilities Management
- Manages and schedules vendors for routine and as-needed building maintenance regarding janitorial services, HVAC, plumbing, electrical, elevator, and fire/security systems.
- Liaison for property manager regarding front gate access, parking, etc.
Knowledge, Skills and Abilities
Required
- Writing, editing, communication, and presentation skills
- Qualitative and quantitative research skills
- Strong organizational skills
- Ability to multitask
- Typing and computer skills
- Comprehensive understanding of Microsoft Suite
- Professionalism
Preferred
- Understanding of Primary Care Associations, Community Health Centers, Health Law and Policy
- Spanish language skills
Credentials and Experience
Preferred
- Degree in business, public health or related field
- Nonprofit experience
Special Requirements
Position may require sitting for extended periods of time. Circumstances may require standing, walking, stretching, reaching, pushing, lifting objects weighing 10-30 pounds, bending, and/or stooping.
The above information is intended to describe the most important aspects of the job. It is not intended to be construed as an exhaustive list of all responsibilities, duties and skills required in order to perform the work.
Job Type: Full-time
Pay: $65,000.00 - $90,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Schedule:
Ability to commute/relocate:
- Austin, TX: Reliably commute or planning to relocate before starting work (Required)
Education:
Experience:
- Microsoft Office Suites: 3 years (Required)
- Board Liason: 3 years (Required)
Work Location: In person