Executive Assistant

Job Details

Job Location

2600 JOHNSTON ST - LAFAYETTE, LA

Position Type

Full Time

Job Category

Admin - Clerical

Description

Reports To: Chief Executive Officer

Job Description Summary

The primary objective of this position is to provide executive level administrative support to the President & CEO of Hospice of Acadiana, Inc., as well as, the Hospice of Acadiana, Inc. Board of Directors and organizational leaders as assigned. The Executive Assistant is responsible for administratively supporting the organization's executive leaders with scheduling, travel arrangements, meeting logistics, reconciliation of expenses, and varied tasks as needed. The Executive Assistant is responsible for administratively supporting the CEO by performing a variety of administrative functions while having professional poise and presence reflective of the organization. The Executive Assistant is responsible for administratively supporting the HOA Board of Directors. The Executive Administrative Assistant provides supervisory oversight to operational personnel of HOA.

Essential Job Functions/Responsibilities

Objectives for Role

• Operates with highest level of confidentially.
• Provides support to strategic business initiatives, from development through successful execution, under the guidance of CEO.
• Provides multi-faceted administrative support and assistance to ensure effective use of the CEOs time and productive interactions with staff and the public.
• Assists and communicates with executives on decision-making, program management, and initiative implementation.
• Improves upon current front and back-office processes and optimize organizational procedures for efficiency and productivity.
• As appropriate, addresses problems with vendors, customer or partner as quickly as possible.
• Time management – responsible for improving the efficiency by managing the time of the CEO. Utilizing skills to prioritize tasks, set meetings, and create appropriate follow up.
  
  

Primary Responsibilities

• Uses discretion, judgment, and knowledge of the organization to facilitate the CEOs activities and maintain confidentiality.
• Serves as liaison with staff, executives, senior leaders, and CEO regarding company climate, project updates, proposals, and planning. Will be primary point of contact on all CEO correspondence.
• Supervisory role over other administrative position(s) as needed to ensure front office operations are managed smoothly (for example, Office Manager).
• Responsible for directing and deploying support staff or other resources as required.
• Provides administrative assistance to the Board of Directors, Finance Committee, and other governance meetings as needed. This will include but not limited to; scheduling meetings, coordinating location and lunch, taking minutes, updating bylaws.
• Supports daily operations in collaboration with Senior Leadership and department leaders, and performs administrative tasks such as managing calendars, generating correspondence, managing calls, meeting preparation, follow up tasks, research and prepare summary reports on key projects, maintaining hard copies and electronic files, planning and coordinating annual corporate meetings, Board Meetings, and Finance Meetings.
• Assists with identifying gaps and new operational strategies by working with CEO and other executives on special projects.
• Working with Senior Leadership team to coordinate, monitor, report, and communicate progress towards goals.
  
  

The above statements are intended to be a representative summary of the major duties and responsibilities performed by incumbents of this job. The incumbents may be requested to perform job-related tasks or special projects, other than those stated in this description, by supervisors/Leadership Team.

Qualifications

• Education: Bachelor’s degree in business administration or similar field of study.
• Experience: Four (4) years of experience in a business management or executive role. Experience in organizing and directing multiple teams and departments. Experience in planning and reporting on strategic initiatives. Proven success in a project coordination role.
• Possesses valid Driver’s License and Automobile Liability Coverage.