Lead Executive Assistant - Des Moines, IA

VISION & MISSION
The Iowa Primary Care Association’s (Iowa 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 Lead Executive Assistant provides administrative support to the Chief Executive Officer (CEO) and Chief Operating Officer (COO). Under the direction of the Senior Director of Finance and Administration, the Lead Executive Assistant will be responsible for a variety of administrative functions and activities for the organizations to ensure smooth and timely operations.

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 minutes, 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.

Office Management

  • Manage and provide direction to the Administrative Assistant for the organization’s overall day-to-day office management activities, policies, procedures, and communications. May include but not limited to the following: supplies and vendor management, record retention and filing procedures, staff and member directories, and staff communications. Oversees the maintenance and alteration of office areas and equipment, as well as the orderly layout and arrangement, and coordinates staff logistics.
  • Manage and provides direction to the Administrative Assistant for successful management of vendor relationships and management of office contracts and agreements
  • Manages administrative calendar for recurring meetings with support from the Administrative Assistant as needed.

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.

Meeting Planning

  • Develops, continuously improves, and trains staff on systems to facilitate successful meeting planning and coordination.
  • Assists logistical and communication aspects of the Iowa PCA Annual Conference, and other meetings, including but not limited to:
    • venue selection.
    • communicates with sponsors and vendors.
    • coordinates logistics and implements contracts with speakers and presenters.
    • overall event registration, onsite staffing, and post-event reporting.
  • Provide logistical support for all on and offsite training sessions including the management of registration through the Iowa PCA website.
  • Coordinates and schedules all Iowa Primary Care Association (Iowa PCA), INConcertCare, Inc., (INCC) and IowaHealth+ Board and Executive Committee meetings, including:
    • tracks quorums, reserve conference calls/webinars, and maintain 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.
  • Coordinates, prepares for, and facilitates as needed, all staff meetings, including weekly huddles and quarterly all staff meetings.
  • Organizes staff tenure milestones and directs staff in coordinating other budgeted social events to engender a productive and appreciative work culture.

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 supervises the Administrative Assistant. The following leadership expectations are required:

 Model the Way

  • Align your words, decisions and actions with the organization’s mission, vision, and values.
  • Hold yourself to a standard that is above the organization’s minimum expectations.
  • When you make mistakes lead by bringing it to light, taking responsibility, and making it right.

Establish a Safe Environment

  • Recognize your negative emotions and be proactive in communicating or modifying as the situation requires. Do not extend your bad day onto others.
  • Express how each team member is valuable and important to the team’s and organization’s success.
  • Create a team environment that supports and appreciates one another.

Set Expectations and Hold People Accountable

  • Set and clearly communicate task and behavioral expectations.
  • Have the tough-love conversation with any team member who is not meeting expectations.
  • Empowering team members and holding them accountable for modeling our values and for:

Meeting minimum behavioral and task expectations

  • Completing work tasks on time and doing quality work
  • Working well with and getting along with people
  • Finding value in others
  • Embracing change
  • Welcoming feedback and continuing to learn and grow
  • Having a point of view and speaking up respectfully
  • Listening, asking questions, and considering other points of view
  • Finding ways to continually add value to their team, the organization, and the health centers we serve

Grow People for Improved Performance

  • Be faithful about having weekly 1:1’s with each member of your team.
  • Use 1:1’s to build the relationship necessary to truly know one another, understand the employee’s professional goals, support the individual and address questions and concerns.
  • Deliberately identify and improve the task and behavioral skill sets of your team. Every employee reporting to you should grow and be better because of your leadership.

Deliver Results

  • Establish team, departmental, and/or business unit goals and a plan to meet those goals.
  • Ensure the team operates efficiently and effectively to meet those goals and deliver results.
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 resource, or a related field.
  • Three to five years of administrative support, human resource, and office management experience, preferably 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

Submit Your Resume