Executive Assistant to the Board of Directors at Health Connect 24x7

Job Summary:

The Executive Assistant to the Board of Directors will provide administrative support to the Board of Directors. Functions as the primary contact person for the Chair and Board of Directors. The Executive Assistant is expected to act as the Administrative Secretary to the Board, preparing all Board agendas and materials necessary for in-person Board meetings and Board calls; taking meeting minutes, distributing and publishing them as appropriate, while safeguarding the confidential nature of the discussions and information shared in the meetings; and filing any necessary information with the corresponding corporate entities.  

Duties and Responsibilities:

• Create meeting(s) timelines, prepare and distribute meeting notification, correspondence, agenda and materials, as well as subsequent updates or changes
• Attend a minimum of 6 required in-person board meetings, Governance Committee Meetings, Chair-track meetings, annual staff meeting and monthly calls,
• Record, create, distribute and file minutes of all meetings that includes a minimum of 6 attendees.
• Maintain a database of board minutes, books and archive materials
• Establish excellent working relationship with the Chairman and Members of the Board of Directors, Chief Executive Officer and staff members/leaders of the organization in verbal, written, and electronic correspondence
• Attend strategic operational meeting and give report to the Board of Directors.
• Oversee projects, appraise progress and engage with departmental heads to ensure continuous project lifecycle
• Maintain, as needed, both mailing & public relations lists of Board, staff & committees
• Create mailings, presentations, reports for Chair and other materials for the board members
• Mail, track, and follow up on the annual conflict of interest disclosure and create report for Board of Directors and Governance review
• Schedule appointments and maintain Chairman's travel calendar
• Receive, prepare, edit and track correspondence
• Make travel arrangements, and visa tracking for the Board Members

Concierge level expectations for serving the EO Global Board:

Global mindset: global awareness/sensitivity to culture; understanding different cultural norms and expectations; act as a an "ambassador" for the Board of Directors

Soft Skills

• Excellent customer service skills that provide value
• Focused positive attitude
• Ability to multi-task and work in multiracial environment
• Ability to deal with high-energy multifaceted board members
• Professional appearance and mannerisms

Technical Skills

• Organizational skills, prioritization, time management and attention to detail
• Project and operational management
• Excellent multi-tasking and problem-solving skills
• Managing schedules and people with tact, diplomacy and poise

Job Requirements:

• Bachelor's degree or equivalent work experience
• 2 - 5 years of experience working with a Board of Directors and/or Top Management.
• Administrative & Secretarial support
• Great Microsoft Word, Microsoft Excel and Microsoft Power point skills
• Great communication skills
• Project management and supervision