CHESAPEAKE HOSPITAL AUTHORITY BOARD CLERK/ EXECUTIVE ASSISTANT
The Chesapeake Hospital Authority board clerk/executive assistant provides high-level administrative support to the CHA board members (Board) serving as the primary point of contact and support person for the Board.
This position involves managing and organizing board meetings, maintaining records and documentation, coordinating communications, and ensuring compliance with relevant regulations.
The CHA board clerk/executive assistant is the primary interface between Board and CEO, Executive Team, and other hospital leaders.
EDUCATION, EXPERIENCE, AND COMPETENCIES:
Any combination of education and experience equivalent to graduation from an accredited college or university a minimum of five years experience in a similar position or as a senior-level administrative/executive assistant
Superior organizational skills, ability to prioritize tasks and multitask, strong time management, problem-solving, and critical thinking skills required.
Strong verbal and written communication skills are necessary.
Extensive computer literacy is required.
Ability to perform advanced functions in word processing, electronic mail/calendar, spreadsheet, presentation, and database software.
Advanced Microsoft Office product knowledge is required including Word, PowerPoint, Excel, Outlook Express, and other software/digital competencies as necessary.
Excellent calendar management skills, the ability to coordinate complex executive meetings, conferences, and programs, and considerable project management skills are necessary.
Must have excellent interpersonal and communication skills.
Must be able to communicate and work with a diverse group of executive leaders and be able to build relationships/teamwork among board members and internal/external stakeholders.
Must demonstrate professionalism, initiative, discretion, integrity, good judgment, flexibility, high attention to detail, and maintain confidentiality.
Familiarity with parliamentary procedure.
RESPONSIBILITIES:
Ensures effective functioning of the CHA board and its committees with an understanding of the CRMC organizational chart and reporting hierarchy.
Coordinates all aspects of board and committee meetings including scheduling, advance planning, document preparation, communication, minute-taking/documentation, proper protocol, and all other logistics.
Prepares and manages calendar of meetings; attends board /committee meetings, takes minutes, and maintains records of business conducted.
Prepares for and assists in organizing attendance at conferences and other pertinent meetings for board members; coordinates and executes attendee travel logistics.
Coordinates the preparation of reports, documents, research and other materials requested by board and committee members prepares in advance, follows up, and ensures timely completion of requests.
Maintains and is an expert on board records, policies, meeting materials, minutes, and other information/documents on the Board portal.
Makes effective and efficient use of the portal for board members' use and reference to help facilitate a high level of communication and organization.
Has primary responsibility for the onboarding and orientation of new board members; develops, coordinates, conducts, and updates orientation programs for new board members; provides new board orientation assistance and support as needed.
Maintains board's budget; processes expense reimbursement requests; distributes funds as authorized by board chairperson.
Develops and executes Annual Board Retreat including logistic support for board members travel; initiates and conducts annual board self-assessment; plans for and coordinates board member attendance at governance conferences and other continuing education opportunities.
Provide relevant materials such as publications, articles, and other materials to help support Board members' knowledge of CRMC developments and current healthcare issues.
Support Board members in their roles as Committee Chairs.
Follows up on requests from the Board to ensure they are completed in a timely manner.
Facilitates communication channels between the board, executive team, and medical staff.
Performs duties related to hospital authority business as requested by CEO and board chairperson.
Location: Chesapeake Regional Healthcare · Hospital Authority
Schedule: Full Time, Days, M-F
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