Executive Assistant

COMHAR, Inc. is a nonprofit health & human services organization that provides a broad spectrum of integrated behavioral health, intellectual disabilities, HIV/AIDS, and home health services to children, adults and the elderly. COMHAR provides these services through a full-time staff of over 600 in a range of community, home, residential, school and workplace settings. COMHAR serves ethnically and culturally diverse populations including Hispanic/Latino, LGBT, and AIDS/HIV communities.

An Executive Assistant to the CEO is a highly confidential administrative professional who provides comprehensive support to the Chief Executive Officer by managing their calendar, handling complex communications, coordinating meetings, preparing presentations, and overseeing critical projects, often requiring a deep understanding of the company's operations and strategic initiatives, while maintaining discretion with sensitive information.

Responsibilities:

• Calendar Management: Proactively manage the CEO's calendar, scheduling meetings, appointments, and conference calls, ensuring efficient time utilization.
• Communication Management: Filter and prioritize incoming communications, including emails, phone calls, and letters, drafting responses on behalf of the CEO when appropriate.
• Meeting Preparation: Prepare detailed agendas, collect relevant information, and distribute materials for internal and external meetings.
• Presentation Development: Assist in the creation of presentations, including research, data analysis, and slide design.
• Project Management: Manage specific projects assigned by the CEO, including tracking progress, coordinating with cross-functional teams, and ensuring timely completion.
• Expense Reporting: Process and submit expense reports for the CEO.
• Board Support: Prepare materials for board meetings, manage board member communications, and maintain board-related documentation.
• Confidentiality: Maintain strict confidentiality regarding sensitive information related to the company's operations and executive level discussions.

Work Environment:

Job duties are performed in a professional office environment, using standard office equipment such as computers, telephones, photocopiers, file cabinets and other office related equipment. Noise level in the work environment is low.

Physical Demands:

While performing the duties of this job, the employee is regularly required to talk or hear, is frequently required to stand; walk; use hands and reach with hands and arms. The employee is required to sit; maintain balance; occasionally lift and/or move up to 25 pounds. Vision requirements include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust optical focus.

Travel Requirements:

Occasional travel may be required.

Requirements:

• Exceptional organizational skills
• Strong communication skills
• Proficiency in technology
• Discretion and confidentiality
• Anticipatory thinking
• Professionalism and poise

• Associates plus 2 years of minimum work experience in an administrative role
• Must have experience working with C-Suit Executives