About Us

Saint James Health is a community health center located in the East Ward, West Ward, and South Ward of Newark, NJ. Our goal is to provide comprehensive primary care to the community in a setting that is comfortable and accommodating to all the visitors of Saint James Health. The health of oneself and their family is our top priority.

Position Summary

The Executive Assistant will provide administrative and operational support to the Chief Executive Officer (CEO), additional C-Level staff, and Saint James Health Board of Directors (BOD's). This individual will be responsible for a wide range of administrative activities, including management of complex calendars and scheduling requirements, tracking key deliverables, coordinating meeting agendas, and manage information flow in a timely and accurate manner. They will be required to prepare and edit high level, polished correspondence, communications, presentations, and other documents as directed. The ideal individual will have the ability to exercise good judgment in a variety of situations and will possess strong written and verbal communication, administrative, and organizational skills. The Executive Assistant must be able to work under pressure and handle a wide variety of activities and confidential matters with discretion. The individual must enjoy working in an environment that is mission-driven, results-driven, and focused on improving community health.

Responsibilities

Provide comprehensive high-level administrative and operational support to the CEO and BOD's that ensures outstanding communication and responsiveness.
Provide sophisticated calendar management; prioritize inquiries and requests, troubleshoot conflicts with little guidance, make judgments and recommendations as needed. Requires coordinating with members of SJH's BOD's, individuals within various agencies, staff at member FQHC's, advocates, community partners and other stakeholders as needed.
Support CEO with internal and external communications.
Serve as a liaison to BOD's. Interact with BOD's and FQHC staff as needed and as directed by the CEO.
Facilitate communication with the BOD's including preparation/distribution of meeting agendas, minutes of meetings of the BOD's and requests pertinent to Board activities. In CEO's absence, ensures request for action or information are relayed to appropriate staff members.
Prepare and edit high quality polished correspondence, communications, presentations, and other documents as directed. Record and transcribe meeting minutes.
Conduct research and information gathering on behalf of the CEO and prepare summaries and reports.
Arrange, coordinate, and prepare for meetings and events for convenings, retreats, various BOD's meetings, and other appropriate logistics.
Work in strong partnership with the CEO and C-Level staff to meet SJH's goals and objectives.
Coordinate travel and accommodation arrangements and prepare itineraries for CEO. Assist CEO with creation and submission of expense reports.
Welcome guests. Answer and screen all calls (main line), inquiries, visitors, and correspondence and route all accordingly.
Strengthen relationships with existing members, help to identify areas where improvement is needed, and convey information to Senior Leaders and other SJH staff when needed.
Identify and respond to requests for information and service or forward to appropriate SJH staff within 24 hours from receipt.
Introduce member key organization members with SJH key leaders including clinical, quality improvement, training, operations, finance, HR, and IT as applicable to create a high touch experience when needed.
Maintain a strong knowledge of SJH's services.
Work collaboratively with contributors to the SJH website and weekly newsletter to assure website postings are up to date and weekly bulletin information is comprehensive.
Maintain quality filing and communications systems including in-office files, contact management, document management, and archiving. Revise published filing, archiving, and retention procedures as needed.
Manage and maintain office supplies inventory, anticipate needed supplies; evaluate new office products, submit/expedite orders for supplies, verify receipt and deployment/storage of supplies in the designated locations.
Must be able to work flexible hours when needed to accommodate early or late meetings or events.
Perform other related duties as assigned

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice

Qualifications

Minimum of an Associate's degree in business or a paralegal certification is preferred. Experience in lieu of degree will be considered. Three (3) or more years of related experience that includes experience as Executive Assistant, paralegal or other relevant position. Prior experience working with Federally Qualified Health Center's, or member associations is preferred.

Able to read, comprehend, write, and speak English proficiently.
Excellent written and verbal communication and interpersonal relationship skills.
Able to communicate complex information clearly and succinctly, both in writing and orally in multiple formats (presentations, memos, emails, reports, documents, minutes etc.).
Demonstrated knowledge and expertise in relationship building. Must be able to build strong relationships with members of SJH's BOD's, all levels of individuals within various agencies, staff at member Health Centers, advocates, community partners and other stakeholders.
Strong collaboration, and customer service skills.
Demonstrated ability of maintaining confidential and proprietary information.
Strong computer skills. Must be highly proficient in Microsoft Office (Word, Outlook, Excel, OneNote, PowerPoint), Google Suite, SharePoint, Zoom, Internet searches, VOIP phone systems, etc.
Must have excellent organizational and time management skills. Ability to multi-task, manage and prioritize various and differing projects, as well as work effectively toward numerous deadlines.
Strong analytical skills, attention to details and the ability to follow up with appropriate individuals accordingly.
Ability to analyze problems and show initiative in resolving issues/challenges proactively and identifying opportunities for improvement.
Ability be self-directed and motivated and also work as a team player when needed.
Must possess flexibility to adapt and perform well in a frequently changing environment.

Saint James Health

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