Job Description
Job Description
Job Title: Executive Assistant to the Chief Executive Officer
Department: Executive Office
Reports To: Chief Executive Officer
FLSA Status/Salary: Exempt / $53,680 – $70,700 (Commensurate with experience)
Location: Miami, FL
Position Summary:
The Executive Assistant provides high-level, confidential administrative support exclusively to the Chief Executive Officer (CEO) of Empower “U”, Inc. Community Health Center (EUCHC). This role is responsible for managing executive operations, communications, and governance activities in alignment with HRSA, Joint Commission, and Board of Directors standards. The Executive Assistant ensures smooth workflow for the CEO’s office through effective scheduling, information management, correspondence, and liaison functions with the Board, Executive Leadership Team, and community stakeholders.
Essential Duties and Responsibilities:
Executive Support and Office Management
- Manage and maintain the CEO’s calendar, scheduling internal and external meetings, travel, and appointments.
- Prepare correspondence, executive reports, agendas, presentations, and documents for Board and leadership use.
- Organize and safeguard confidential files, ensuring compliance with HRSA and Joint Commission documentation standards.
- Handle confidential communications and information with discretion and professionalism.
- Draft memos, minutes, and responses on behalf of the CEO, ensuring accuracy and alignment with organizational policy.
- Prepare and reconcile CEO travel and expense reports consistent with Empower “U”’s expense reimbursement and Board-approved policies.
Governance and Board Support
- Coordinate and support meetings of the Board of Directors and Executive Committee under the direction of the CEO.
- Prepare Board packets, presentations, and ensure timely distribution of materials and agendas.
- Record and maintain meeting minutes, resolutions, and official documentation in compliance with nonprofit governance standards.
- Assist in preparation of CEO performance evaluations, compensation documentation, and annual reports to the Board.
- Maintain confidentiality of all Board and Executive Committee deliberations.
Strategic and Operational Coordination
- Assist the CEO in tracking progress toward organizational goals, projects, and compliance deliverables.
- Compile data and draft reports for HRSA, Joint Commission, and internal performance reviews.
- Support strategic initiatives and operational planning activities as directed by the CEO.
- Monitor CEO-assigned tasks and ensure deadlines are met across departments.
Confidentiality and Compliance
- Uphold the confidentiality provisions defined in Section 12 of the CEO’s employment contract.
- Maintain compliance with HIPAA, HRSA, OSHA, and internal confidentiality standards in all communication and document handling.
- Exercise sound judgment in handling sensitive personnel, patient, and financial information.
- Ensure proper document storage and destruction procedures are followed in line with Empower “U” policy.
Professional Representation
- Serve as the primary point of contact for the CEO with external partners, donors, public officials, and community agencies.
- Represent the CEO professionally in correspondence, meetings, and events.
- Coordinate participation and logistics for CEO public speaking engagements and conferences.
Special Projects and Research
- Conduct research, compile background materials, and prepare executive summaries and briefs for the CEO.
- Support coordination of audits, operational site visits, and special initiatives led by the CEO.
- Manage ad hoc projects requiring cross-departmental coordination, confidentiality, and precision.
Required Skills and Abilities:
- Exceptional organizational, time management, and multitasking abilities.
- Strong written and verbal communication skills with professional demeanor.
- High level of integrity, discretion, and independent judgment.
- Proficiency with Microsoft Office 365, Adobe Acrobat Sign, and Zoom.
- Knowledge of HRSA Health Center Program Requirements and nonprofit governance preferred.
- Ability to interact effectively with the Board of Directors, senior executives, and community leaders.
Education and Experience:
- High School Diploma or equivalent required; additional administrative training or certification are a plus.
- Minimum five (5) years of progressive executive support experience, preferably within a healthcare, nonprofit, or FQHC environment.
- Familiarity with Board governance procedures, federal grant documentation, and healthcare compliance.
Physical Requirements:
- Prolonged periods of sitting and working at a computer.
- Must be able to lift up to 15 pounds occasionally.
- Occasional evening or weekend work required for Board or community events.
EEO Statement:
Empower “U”, Inc. is an Equal Opportunity Employer. All applicants will be considered for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran status, or disability status.