Executive Assistant to the C-Suite- Des Moines, IA

VISION & MISSION

The Iowa Primary Care Association’s (PCA’s) vision is health equity for all.  Our mission is enhancing community health centers’ capacity to care. All employees of the Iowa PCA are expected to represent the company vision and mission.

PURPOSE OF POSITION

The Executive Assistant to the C-suite provides administrative support to the Chief Executive Officer (CEO) and Chief Operating Officer (COO). Under the direction of the CEO, the Executive Assistant will be responsible for overseeing organization’s governance processes.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The following duties are normal for this position. These are not to be construed as exclusive or all inclusive. Other duties may be required and assigned.

Executive Support

  • Represents the CEO, Leadership Team, and the organization internally and externally in a courteous, professional manner projecting a positive public image. Is welcoming to visitors and expresses a confident, positive tone with staff.
  • Effectively coordinates the CEO and COOs calendars and schedules appointments, meetings, conference calls and arranges complex and detailed travel plans including flights, hotel reservations, conference registrations, and Community Health Center site visits.
  • Prepares CEO’s and COO’s payroll and expense reimbursements.
  • Compiles CEO’s and COO’s visa receipts and reconciles monthly credit card statement.
  • Codes CEO’s and COO’s conference calling for grant distribution.
  • Assists the Leadership Team in the drafting of meeting notes and Board and Executive Committee meeting materials, and generally supports Leadership Team members to ensure smooth operations. Sensitively handles highly confidential matters.
  • Composes, edits, and proofreads professional business letters, memos and email and other complex documents and non-routine correspondence on behalf of the Leadership Team and the organization.
  • Leads other projects as assigned by the CEO and/or COO.

Governance

  • Responsible in drafting/reviewing governance procedures ensuring compliance with by-laws/operating agreements.
  • Develop and maintain a tracking mechanism for related matters that will ensure compliance with by-laws.
  • Coordinates and schedules all Iowa Primary Care Association (Iowa PCA), INConcertCare, Inc., (INCC) and IowaHealth+ (IH+) Board and Executive Committee meetings, including:
    • tracks quorums, reserves conference calls/webinars, and maintains a master file of all Iowa PCA, INCC and IH+ Board and Executive Committee members and meetings.
    • assists with preparation and dissemination of meeting packets/materials.
    • records, edits, and distributes meeting minutes to Leadership Team and Senior Directors for review.

Meeting Planning

  • Coordinates, prepares for, and facilitates as needed, all staff meetings, including weekly huddles and quarterly all staff meetings.

Expected Values and Behaviors:

The person in this position will be expected to model our workplace values which are:

  • Collaborative – We are one team. Celebrate success together. Learn from failure together. Willing to embrace change and responsive to each other. We can and should depend on each other. Share your work and ask questions. Offer to help, offer to learn, and offer solutions to problems.
  • Accountable – We work for health centers and we work with each other. Tell the truth, keep your word, listen, and make it better. Expect excellence from yourself and others.
  • Respectful – Approach every interaction with thoughts of equity, inclusion, and humility. We are one organization, and we are many people. We understand our differences and are better for it. Welcome feedback of all kinds. We are all learning something.
  • Deliberate – Always understand the problem before trying to solve it. Nothing should be done without a purpose. Unite around common goals, visions, and strategies.
  • Proactive – We seek opportunities to learn and prepare for future challenges. Everyone is responsible, expected and empowered to prepare us for the future. Train and plan for what comes next and who comes after us.
  • Transformative – We empower systems change with a lens of excellent healthcare, health equity and compassion. Or health centers lead the way; we will clear the way. Adapt to changing circumstances and improve through adversity.

SUPERVISORY RESPONSIBILITIES

This position has no supervisory responsibilities.

QUALIFICATIONS 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 Education and/or Experience:
  • Associates degree required, Bachelor's degree preferred, from an accredited community college or college/university, with major course work in business administration, public administration, human resources, or a related field.
  • Seven years as the primary support to an Executive or senior-level staff.
  • Extensive software skills with MS Office required, as well as Internet research abilities and strong communications skills.
  • This position requires a working knowledge of English, punctuation, spelling, arithmetic, modern office practice and procedures, and skills to operate business office machines.
  • Motivated, organized and focused with an attention to detail and maintain the highest degree of professionalism, confidentiality, discretion, tact, and flexibility, and have the ability to prioritize and manage multiple tasks.
  • Ability to remain calm, cheerful and professional in stressful situations and focused amid constant interruptions in a fast-paced environment, while working with all levels of internal management and staff, as well as outside contacts.
  • Personnel management including development of a high performing, cohesive team.

Language Skills:

Ability to read and interpret documents and operating and procedure manuals. Ability to write routine reports and correspondence.

Mathematical Skills:

Ability to calculate figures and amounts such as discounts, interest, proportions, percentages.

Reasoning Ability:

Ability to solve practical problems. Ability to interpret instructions furnished in written, oral, diagram, or schedule form.

Computer Skills:

To perform this job successfully, an individual must have knowledge of Microsoft Office programs, including email, spreadsheets, word processing, databases, and presentations.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee is occasionally required to sit and use hands to handle or feel. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Professional business office work setting.

Additional Info

  • Specialty: Iowa Primary Care Association
  • Position Type: Full Time
  • Location: Des Moines

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