Position Title: Executive Assistant
Location: Remote – Part Time
About US! BRIDGE Healthcare Partners (BRIDGE) is a not-for-profit organization founded in 2011. We are a mission based managed service organization committed to increasing health equity by delivering exceptional managed health information technology and business services to nonprofit community-based health organizations nationwide.
Position Summary We are seeking an Executive Assistant to join our growing team. The Executive Assistant is responsible for managing the administrative duties of BRIDGE Health Care Partners (BRIDGE). Executive-level professionalism and confidentiality is a must. The highest priority of the Executive Assistant is the support of the CEO, and all Board of Directors related matters. This position reports to the CEO and provides administrative support to the senior executive team.
The Executive Assistant must enjoy working with a mission driven, results driven and community-oriented organization. The ideal individual will have the ability to exercise good judgement in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant must have the ability to work independently on projects, from conception to completion, and a must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
As an employee of BRIDGE Healthcare Partners, you should strive to maximize your performance and contribution to BRIDGE Healthcare Partners and the clients we serve every day. Employees are expected to work in a manner that demonstrates a commitment to quality, patient safety, employee engagement, innovation, and the highest standards of personal integrity, professionalism, and competence. This position is an advocate for the overall culture, vision, and values of BRIDGE.
Essential Duties/Responsibilities CEO Support:
- Manage the CEO’s calendar, including arranging meetings, appointments and other related events, as well as content flow of information to senior leadership.
- Manage all document preparation, editing, and distribution for CEO.
- Coordinate with COO to update Business Development Pipeline; attend weekly executive leadership meetings.
- Coordinate and plan annual Leadership Advance, with Executive Team approval.
- Provide administrative support for all organizational meetings, presentations, and publications.
- Manage business related travel logistics and activities, including accommodations, transportation and meals.
- Liaise with the leadership team on behalf of the CEO.
- Maintain professionalism and strict confidentiality.
BRIDGE Board Meetings:
- Adhere to compliance with applicable rules and regulations set in bylaws regarding the Board and Board committee matters including advance distribution of materials before meetings.
- Final Board materials must be sent out 7 days in advance of the Board meeting date.
- CEO & Board Chair Pre-Board Meeting:
- Setup 30-minute calls with the Board Chair 4 weeks before meeting.
- Manage logistics of Board meeting:
- Outlook invite, Microsoft Teams dial in information and any necessary meeting logistics.
- For in person Board meetings, arrange appropriate travel times, hotels, meals, etc.
- Distribute quarterly Board materials.
- Record and take Board minutes during each meeting.
- Complete Board meeting minutes and have reviewed by CEO within 7 business days for final approval.
- Set up post Board Meeting for CEO and COO, to assign action items responsible party, and timelines within one week of the Board meeting.
- Schedule Board Meetings for following year after Board approval at December meeting.
Finance Committee (FC) Meetings:
- Schedule monthly FC Microsoft Teams meetings with BRIDGE Finance Committee, BRIDGE CEO and COO.
- Schedule meeting for CEO & COO to review agenda and financial resources; schedule meeting 1 week in advance for review & approval.
- Send out approved meeting materials to FC attendees at least 1 week in advance.
- Record and take minutes; send to CEO and COO within 7 days of meeting for review & approval.
All Staff Meetings:
- Provide administrative support to COO, who runs these meetings including displaying PowerPoint slides.
- Draft PowerPoint presentation: collect and remind presenters to update their slides/notes
- Set agenda with COO; review agenda & slides with CEO for approval 1 week prior
- Present slides, as requested
Leadership Meetings:
- Provide administrative support to COO who will lead weekly meetings including displaying agenda & materials
- Manage scheduling weekly meetings
- Ensure agenda & supporting resources are distributed to Leadership team the Friday prior.
Minimum Qualifications, Skills, and Abilities:
- Bachelor’s Degree in related field or more than 2 years of relevant work experience with relevant industry certifications or the equivalent combination of education and experience
- Advanced experience with Microsoft applications including but not limited to: Excel, Word,
- PowerPoint, Outlook Proficient with SharePoint
- Ability to explain complex technical concepts in language that is understandable to clients, peers, and management Strong analytical skills
- Demonstrable ability to maintain objectivity and to act ethically in support of BRIDGE and its clients
- Self-motivated with the ability to work independently and meet objectives with little to no direct supervision
- Strong adherence to documented processes and change management procedures
- Ability to prioritize competing projects and initiatives based upon criticality
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 may be regularly required to sit, talk, hear, and use hands and fingers to operate a computer, telephone, and keyboard.
- Specific vision abilities required by this job include close vision requirements due to computer work.
Equal Opportunity Employer BRIDGE Healthcare Partners is proud to be an equal opportunity employer, and we are committed to maintaining a diverse and inclusive environment. All qualified applicants will receive considerations for employment without regard to race, color, sex (including pregnancy, childbirth, reproductive health decisions, or related medical conditions), gender identity, gender expression, age, status of protected veteran, status as an individual with a disability, religion, sexual orientation, national origin, genetic information, or any other protected characteristics as outlined by federal, state, or local laws.
