Executive Assistant to the President and CEO and Liaison to the Board of Directors

POSITION SUMMARY:

The Executive Assistant provides high-level administrative support to the President and Chief Executive Officer (CEO) of the DC Hospital Association and serves as the key staff liaison to the DCHA Board of Directors. The Executive Assistant (EA) is responsible for managing the Executive office’s daily operations, coordinating communications, assisting with Board planning and activities, and ensuring smooth organizational functions. The role requires exceptional organizational, communication, writing, and multitasking abilities. The EA will exhibit discretion and demonstrate a proactive approach to managing the Executive office and supporting governance.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Administration

• Display initiative and resourcefulness in identifying and promptly and appropriately addressing issues and maintain excellent communication and working relationships with all colleagues internally and externally.
• Provide proactive administrative supports to the President/CEO to advance the strategic direction and operations of the Association.
• Maintain calendar and schedules meetings and appointments for the CEO, including assisting the CEO in the coordination and follow-up on action items for internal and external meetings including Board of Directors, volunteer Boards and committees, and internal staff meetings.
• Facilitate effective and timely communication between CEO, leadership team and staff as appropriate. Proof and edit outgoing correspondence for the CEO’s office regarding grammar, format, and conformity to the DCHA communications, publications, and marketing standards. Maintains attendance and conflict of interest records for board meetings.
• Complete expense reports.
• Compose and prepare correspondence, including confidential communications.
• Arrange complex and detailed travel plans, itineraries, and agendas; and compile documents for travel-related meetings.
• Coordinate and engage with the Executive Assistants of Board members and other stakeholders and key contacts.
• Engage with State Hospital Association Executive Forum administrative professional colleagues.
• Meeting planning, minute taking, and logistical coordination for visits with public officials, regulatory bodies, community partners, advocates, and other stakeholders.
• Assist with the creation and/or revision of meeting materials, PowerPoint presentations, information packets, folders, etc. Takes, transcribes, and distributes notes or minutes.
• Provide support as requested for production of reports, audit materials, projects, and correspondence that will require executive review or signature.
• Prepare routine and advanced correspondence, including but not limited to letters, memoranda, documents, agendas, presentations, or reports. Prepare and submit expense reports on behalf of the executive.
• Perform clerical tasks as needed by President/CEO.
• Provide support to Leadership Team as needed, including capturing tasks, recording progress, and following up on outstanding items.
• Researches, collects, and prepares data for projects and programs using the Internet and other resources.
• Acts as a liaison between the Chief Executive Officer, Board of Directors, external community stakeholders and partners as required.
• Maintains and distributes accurate roster of Board of Directors and committee membership, Board of Directors Manual, orientation materials and meeting calendar.
• Provides administrative support to the Board of Directors including:
  • Drafting, collating, and forwarding of meeting notices and agendas.
  • Presenting and preparing reports and performance dashboards.
  • Maintains online dashboards for the Board of Directors, Executive Committee and assists with other Committees/Sub-Committees as needed.
  • Board meeting minutes.
  • Conducts background research and information gathering
  • Ensures timely updates to Board Calendar on the DCHA website.

Executive Support to the President and CEO

• Manage the CEO’s calendar, schedule meetings, appointments, and conferences, ensuring optimal time management.
• Prepare and edit correspondence, presentations, reports, and other documents on behalf of the CEO.
• Coordinate domestic and international travel arrangements, including itineraries, accommodations, and transportation.
• Serve as the primary point of contact for internal and external communications for the CEO, prioritizing and responding as appropriate.
• Ensure the CEO is well-prepared for meetings by coordinating agendas, compiling materials, and managing follow-up tasks.
• Support the CEO in strategic planning initiatives, including project management and progress tracking.
• Assist in drafting and reviewing high-level documents, communications, and speeches.
• Reconcile business expenses and prepares CEO expense report for review by Board Treasurer

 Board of Directors Support and Liaison

• Serve as the primary staff liaison to the Board of Directors, providing administrative and logistical support.
• Plan, schedule, and organize Board of Directors meetings, including agenda development, material preparation, minutes taking, and distribution.
• Assist with onboarding new board members, including coordinating orientation materials and processes.
• Ensure timely communication with board members and maintain accurate records of board activities, bylaws, and policies.
• Manage board committee logistics, including scheduling, documentation, and communication.
• Prepares annual meetings schedule.
• Support governance initiatives by maintaining board meeting records, reports, and other necessary documentation.

Office Management & Cross-Functional Coordination

• Function as a key point of contact between the executive office and other internal departments, ensuring effective communication and coordination of activities.
• Facilitate communication between the CEO, senior leadership team, and staff, promoting a collaborative working environment.
• Manage special projects assigned by the CEO, ensuring successful execution and timely completion.
• Oversee general office administration duties, including vendor management, supplies, and office infrastructure.
• Manage confidential information with discretion, professionalism, and integrity.
• Provides and maintains notary services for DCHA Leadership, Board members and staff as needed.
• Identify opportunities to improve efficiency and effectiveness of internal operations, as appropriate
• Coordinates various special projects, DCHA celebrations, social events/functions, etc., as appropriate to the Office of the CEO and Senior Leadership.
• Oversee creation and communication of the annual calendar of organization wide meetings and events, including all staff meetings, retreats, holiday, and other team celebrations and manages the scheduling of the CEO Conference Rooms as needed.

Recursos Humanos

• Serves as the “bridge” and point of contact for the DCHA team to ensure timely and appropriate communication and connections to human resources support needs both internal and external.
• Coordinates with management to communicate various Human Resources policies, procedures, laws, standards, and government regulations to new and existing employees.
• Assist with personnel action forms and ensuring proper approval and execution.
• Provides support for annual and other internal audits
• Provides support as appropriate to HR consultants and Finance to provide payroll updates and reconciliation including but not limited to leave, workers compensation, insurance, retirement and other employee benefits programs, or other special programs.
• Other projects and duties as assigned by the CEO.

QUALIFICATIONS, KNOWLEDGE & SKILL REQUIRED:

• Bachelor’s degree preferred.
• Five or more years of prior executive administrative experience in health care, corporate, public-sector organizations strongly preferred.
• Strong attention to detail and excellent problem solving and organizational skills.
• Advanced Microsoft Office and computer (Outlook, Word, Excel, and PowerPoint) skills.
• Proven track record of accurately completing research, reporting, and information management within demanding timeframes.
• Adept at developing and maintaining administrative processes that reduce redundancy, improve accuracy and efficiency, and achieve organizational objectives.
• Highly focused and results oriented in supporting complex, deadline-driven operations; able to identify goals and priorities to resolve issues in initial stages.
• Able to maintain the highest degree of confidentiality and professional discretion.
• Able to multi-task, communicate progress and meet deadlines.
• Professional presentation and conduct; excellent communication skills with outside vendors and other internal departments.
• Excellent time management and ability to prioritize in a fast-paced, deadline-driven environment.
• The willingness and desire to work independently, as well as collaboratively, and to take on additional responsibilities.
• Outstanding follow-up and tracking skills in addition to the ability to prioritize and manage multiple projects.
• Must proactively pursue continuous education to ensure up-to-date skills and technology.

 SALARY RANGE

• $75,000 – $95,000

FUNDING SOURCE

• This position is 100% operationally funded.

PHYSICAL DEMANDS AND WORK ENVIRONMENT:

This position is in the Washington, DC office and is primarily sedentary in nature with the ability to lift up to 20-30 pounds on occasion. The physical demands and work environment described below represent the activities and surroundings of the positions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This position is hybrid (in-office/telework) and is required to report to the office a minimum of at least 50% a pay period with in-person presence above that as the position requires certain weeks.

The work is typically performed in an office environment, with a moderate noise level. The position requires working in an office environment with the usual office equipment, including copiers, fax machines, and computers. The position also requires incumbent has at adequate off-site office environment for remote work. The employee is frequently required to talk and listen on the telephone and in person with individuals and groups.  The incumbent may carry materials/equipment weighing up to 25 lbs. on occasion. The incumbent is required to read and respond to documents in hard copy and electronic form. The position requires occasional travel to member facilities and meetings requiring transportation.