Executive and Board Affairs Coordinator

SUMMARY 

The Executive and Board Affairs Coordinator provides efficient, dedicated, high-quality administrative and clerical support to the Executive Team. Provides dedicated administrative and Board and Board Committee meeting and governance support to the Manager of Executive and Board Affairs. 

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

• Responsible for providing primary high-level administrative support to the Executive Team. This includes scheduling meetings, assistance with presentations, and all other routine administrative needs
• Understands and proactively prepares what is needed for meetings, consulting with the Executive Team when needed
• Prioritize conflicting needs and proactively addressing impediments
• Maintain the executive’s calendar, appointments, and daily schedules. This includes scheduling department meetings for each business unit
• Aid executives through their schedules and help with any personal tasks, including reserving meeting rooms and travel arrangements
• Draft, review, copy, and file confidential documents and organizational correspondence for the executives
• Frequent management of confidential information and interaction with leadership requires poise and polished communication skills
• Reconcile Executive Team monthly credit card reports and expense reimbursement reports
• Creates and revises letters, reports, and other documents as assigned using intermediate/advance skills with Microsoft Word, Excel, PowerPoint and Adobe Pro software
• Coordinates vital communications within and between the administrative staff and health centers/regional offices
• Coordinates and executes routine, ongoing, long-term, and seasonal administrative tasks, and special projects
• Interacts with internal and external customers, partners, and contacts disseminating appropriate information, handling inquiries, and resolving concerns
• Provides dedicated administrative and clerical support to the Manager of Executive and Board Affairs, and Executive Team as requested, including scheduling of meetings, travel arrangements, 
• Assists the Manager of Executive and Board Affairs with the support of Board, Board Committees, and task force meeting coordination, communications, and logistics 
• Attends Board and select Board Committee meetings and assists with preparing agendas and meeting materials for distribution; preparing minutes; making travel arrangements, and processing expense reports
• Schedules and coordinates meetings, training sessions, staff activities, and other department and organization events (includes ordering/setup/clean-up of refreshments for meetings)
• Runs errands as necessary.
• Maintains a Standard Operating Procedure (SOP) document for all regular processes
• Active participation in the advancement of PPNorCal’s Diversity, Equity, and Inclusion commitment

SUPERVISORY RESPONSIBILITIES

This job has no supervisory responsibilities

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

EDUCATION and/or EXPERIENCE 

High school diploma or general education degree (GED) required. AA degree or equivalent from two-year college or technical school preferred; four years plus administrative experience with prior experience and/or training; or equivalent combination of education and experience

LANGUAGE SKILLS 

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization

MATHEMATICAL SKILLS 

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations

REASONING ABILITY 

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form

COMPUTER SKILLS  

To perform this job successfully, an individual must have proficient knowledge of Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and Adobe Pro

PROTECTED HEALTH INFORMATION (PHI) ACCESS REQUIREMENT

Access to PHI under certain conditions as specified by PPNorCal

CERTIFICATES, LICENSES, REGISTRATIONS

Must have reliable automobile transportation and a valid California Driver's License and insurance

OTHER SKILLS, ABILITIES, QUALIFICATIONS 

• Excellent telephone manner and customer service communication skills: helpful, friendly and courteous in all interactions with internal and external customers
• Good communication (verbal and written), spelling, grammar, punctuation, proofreading and time management skills
• Type 50 wpm accurately and with excellent proofreading skills
• Ability to effectively assist with the preparation of agendas, documents, and minutes for Board and Committee meetings
• Must be able and willing to travel to all affiliate locations to carry out executive and Board affairs duties
• Experience working with diverse groups, i.e., staff, Board members, donors, elected officials, volunteers, and external contacts
• Ability to prioritize and manage multiple tasks and projects independently, with accuracy, attention to detail, confidentiality and minimal supervision
• Good organizational and interpersonal skills
• Proven ability to exercise tact and diplomacy, show initiative, and be a team player
• Proactively manage and carry out duties and responsibilities within Administration that will enhance and/or result in more effective and efficient office operations, including development of operational processes and systems within the area of responsibilities
• Ability to work well under pressure and successfully meet deadlines. Ability to be effective and flexible in stressful situations (i.e., unexpected problems, tight deadlines, security related issues)
• Familiarity with standard office equipment and machines (fax, copier, postage meter, etc.)
• Commitment to and consistent application of the highest quality internal and external customer service

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee is occasionally required to stand, walk, stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, and ability to adjust focus.

WORK ENVIRONMENT 

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

JOB DESCRIPTION REVISION

This is not necessarily an exhaustive list of all responsibilities, skills, duties, requirements, efforts or working conditions associated with this job. While this job description is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed when circumstances change. This job description replaces all previous descriptions for this position.