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Great Lakes Bay Health Centers · 2 months ago

Executive Administrative Assistant – Executive Offices

Saginaw, MI

Full-time

Onsite

Senior Level

5+ years exp

Great Lakes Bay Health Centers is seeking an Executive Administrative Assistant to support the President/CEO and manage various executive functions. The role involves coordinating communications, managing Board operations, handling confidential information, and providing logistical support for meetings and travel arrangements.

DentalHealth CareHospitalMedicalService Industry

Responsibilities

Serves as the primary support to the President/CEO, managing a dynamic, high-volume calendar while prioritizing executive leadership engagements, patient visits, Board-related commitments, and external obligations

Reviews and triages all CEO mail and email promptly, ensuring critical items are flagged, addressed, and resolved in a timely manner

Coordinates all logistical aspects of meetings, speaking engagements, and events, including venue selection, catering, preparation of presentation materials, and seamless integration of technology to ensure a professional and efficient experience

Acts as the primary liaison between the President/CEO and the Board of Directors, managing all aspects of Board operations

Responsibilities include scheduling meetings, preparing agendas, compiling and distributing Board packets, recording and finalizing meeting minutes, and ensuring timely follow-up on action items

Responsible for facilitating Board Member recruitment, onboarding, and term tracking, as well as the organization and coordination of Board subcommittees

Maintains accurate and up-to-date Board records, bylaws, policies, and other governance documents to ensure compliance and effective engagement

Manages highly sensitive and confidential information on behalf of the CEO with the utmost discretion

Handles the primary communication related to patient complaints that are brought to the attention of the CEO, employee grievances, and mandated reporting requirements such as CPS filings, ensuring accurate documentation, timely response, and appropriate escalation to safeguard organizational integrity

Proactively engages with the Information Technology (IT) Department to remain current on GLBHC technology systems and updates

Ensures that the Board of Directors and executive leadership have the necessary tools, platforms, and technical assistance to participate effectively in both in-person and virtual meetings

Responsibilities include preparing presentation materials, such as PowerPoint slides or advanced technology applications (e.g., Prezi)

Provides real-time technical support during hybrid or remote sessions to ensure seamless operations and to support the Chief Executive Officer (CEO) in fulfilling organizational duties efficiently

Supports the CEO’s interactions with the Executive Leadership Team, coordinating cross-departmental initiatives and ensuring alignment on priorities

Attends assigned executive and committee meetings, prepares accurate minutes, tracks action items, and provides timely updates to keep the CEO fully informed of progress and outcomes

Manages all business travel arrangements for the CEO and Board of Directors, including flights, accommodations, ground transportation, and itineraries

Ensures all required travel documentation is completed accurately and on time

Coordinates logistics for meetings, events, conferences, and speaking engagements to ensure smooth, professional execution

Delivers cross-coverage assistance to other executive administrative personnel, fostering a collaborative environment aimed at optimizing processes, communication, and best practice implementation across executive support functions

Assists with special projects, initiatives, or organizational priorities as directed by the CEO

Provides temporary support for other administrative staff or departments during absences or high-volume periods

Prepares reports, presentations, and briefing materials as needed outside of regularly scheduled meeting cycles

Conducts research, compiles data, or summarizes information to support strategic decision-making

Participates in cross-functional committees or task forces as requested by executive leadership

Performs other administrative or operational tasks assigned to ensure smooth organizational operations

Qualification

Executive support experienceBoard of Directors supportMicrosoft Office SuiteHealthcare administrationCalendar management toolsVirtual meeting supportOrganizational skillsCommunication skillsProblem-solving abilities

Required

Associate or Bachelor's degree in business administration, healthcare administration, or pertinent work related to the preferred field (or equivalent professional experience)

Minimum of 5–7 years of progressively responsible administrative or executive support experience, preferably supporting C-suite executives

Experience supporting a Board of Directors or executive leadership team is highly desirable

Experience in healthcare or a Federally Qualified Health Center (FQHC) setting is a plus

Exceptional organizational and time-management skills, with the ability to prioritize and manage multiple complex tasks simultaneously

Strong interpersonal, communication, and relationship-building skills with internal and external stakeholders

Sound judgment, discretion, and the ability to handle confidential and sensitive information with integrity

Proactive, independent thinker and self-learner, with strong problem-solving and decision-making abilities

Ability to work in a fast-paced, high-pressure environment while maintaining professionalism and accuracy

Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Prezi, Outlook) and collaboration tools (Teams, SharePoint, OneDrive)

Experience using calendar management and scheduling tools for high-level executives

Familiarity with digital workflow and productivity platforms to manage documents, projects, and communications efficiently

Ability to troubleshoot basic technology issues and coordinate with IT for advanced support

Comfort with virtual meeting platforms, including hosting, moderating, and supporting hybrid or remote meetings

Ability to quickly learn and adapt to new software applications and digital tools relevant to executive and board support

Full-time, flexible and varied. May involve early morning, evening and/or overnight commitments

Ability to perform physical tasks such as bending, lifting, standing, and walking continuously and perform physically demanding tasks over the course of a regular workday

Availability to attend occasional evenings, weekends, or overnight travel for meetings or events as required. Out-of-area travel may be required

High level of professionalism, adaptability, and a service-oriented approach to support executive leadership