Hybrid Executive Assistant

This role supports a CEO who works between our Mankato and Shakopee offices and occasionally from home. The Executive Assistant should expect a similar hybrid schedule with regular presence at both locations.

Job Summary:
The Executive Assistant is responsible for providing direct support to the Chief Executive Officer (CEO) through day-to-day administrative services. In addition, s/he also provides support to the Executive Leadership Team and Board of Directors as directed and needed. The Executive Assistant work closely with the CEO to implement the organization's strategic plan and ensure the effective and efficient operation of the organization. This position must maintain a high level of confidentiality and professionalism.

Job Responsibilities:

• Support the CEO with day-to day administrative tasks, including but not limited to:
• Manage calendars/schedules and coordinate appointments.
• Monitor phone and email messages and delegate or respond as directed by CEO.
• Maintain an organizational system, i.e. file management, messages, calendars, board minutes, etc. that aligns with company record retention policies and HRSA requirements.
• Project research, project support, creation of reports, etc. as assigned.
• Field inquiries from to staff or external sources when CEO off site, relay messages in a prompt and accurate manner.
• Assist CEO with Board of Directors and Board Committees administrative support and communications, including but not limited to:
• Written and verbal communication to board members as directed.
• Schedule meetings and maintain schedules for the board as assigned.
• Prepare meeting agendas, meeting minutes and other materials for meetings.
• Complete room set-up and refreshments as directed.
• Acting as an interface between the CEO and Board as directed.
• Provide assistance, as directed by the CEO, to the Executive Leadership Team (ELT), including but not limited to:
• Generate correspondence, meeting minutes and reports in a timely and accurate manner as requested by CEO.
• Organize agendas for meetings, document minutes, and maintain electronic files of meeting materials.
  • ELT Meetings
  • Full Leadership Meetings
  • QI/Safety Committee Meetings
  • Additional meetings as requested by the CEO
• Coordinate meeting set-ups including technology, meeting materials and occasional refreshments.
• Prepare reports and other communications as requested.
• Send messages to staff on behalf of CEO or other ELT members as directed.
• Assist with preparation and staffing of outreach events, informational booths, and donor communication as directed.
• Manage corporate vehicle calendars/schedules, keys, repair, general maintenance, etc.
• Develop and maintain relationships with other ODHC staff to ensure efficient daily operations of all departments.
• Be knowledgeable of ODHC services in order to support staff and ensure patients/families are able to access needed resources.
• Know, understand, and ensure adherence to the organization's policies related to patient confidentiality, HIPAA, and records retention.
• Stay up to date on ODHC current events, changes in the workplace, policies, and procedures.
• Monitor email, Intranet, and other communication tools on a regular schedule and respond in a timely manner to requests, where applicable.
• Perform other tasks as assigned.

Knowledge, Skills, Abilities, Qualifications:

• Post high school education in a business, health, or communications related field.
• A minimum of 2 years related work experience.
• Exceptional verbal and written communication skills.
• Excellent time management and organizational skills.
• Strong interpersonal skills.
• Ability to solve problems effectively.
• Ability to create, understand and explain financial analysis.
• Confidence, professional judgement, and grace under pressure.
• Bilingual skills are a plus.

Other Requirements:
This position is full-time, non-exempt, 8am-5pm, Monday through Friday with some flexibility needed for special projects/deadlines, after hour meetings and events. Travel is required to meetings, events and to support other clinic locations within the community and across the region. Means of travel and travel expenses will be reimbursed according to ODHC's travel policy. Physical ability to sit for extended periods of time. Position requires repetitive use of fingers, hands, wrist in job related duties, i.e. telephone, computer. Complete range of motion, including fine motor skills and tactile sense of both hands. Able to lift 25 pounds. This document is intended to describe the general nature and level of work performed. It is not intended to serve as an exhaustive list of all duties, skills and responsibilities required of personnel so classified.

We offer a comprehensive benefits package designed to support the well-being and growth of our employees. Highlights include:

• Paid Time Off: Generous vacation time, sick leave (MN ESST time), and floating holidays to give you the flexibility to recharge.
• Retirement Savings: A 403(b) plan with a 4% employer match to help you plan for the future.
• Health Coverage: Three medical plan options along with dental and vision coverage.
• Wellness & Health Incentives: Health insurance reward program for gym memberships and health incentives to encourage a healthy lifestyle.
• Voluntary Benefits: Additional voluntary benefits to suit your needs.
• Professional Growth: Continuing education hours and funding to support your career development.
• Additional Perks: Employee Assistance Program (EAP), life insurance, disability coverage, and more.

We're committed to providing a supportive, flexible, and rewarding work environment.