Executive Administrative Coordinator

JOB OVERVIEW:

The Executive Assistant will support the Chief Executive Officer and additional executive level leaders. The assistant will be responsible for a broad range of administrative tasks in a fast-paced environment. The role requires proactive initiative, sound judgment, independent decision making, organization, energy, self-started mentality, discernment and discretion. This position is primarily onsite with very limited work remote opportunities.

Responsibilities included by not limited to:

Executive Administrative Coordinator will provide priority support to the CEO and President and support all administrative needs of that position.

• Provide comprehensive governance and Board support for PHMC and subsidiaries, including scheduling meetings, developing and managing agendas, coordinating and distributing materials, attending meetings, preparing accurate meeting minutes, and maintaining secure document storage.
  • Oversee full upkeep and compliance of the board portal software, including user management, training, troubleshooting, timely posting of materials, and ensuring the system remains functional, secure, and aligned with governance standards.
  • Ensure adherence to nonprofit governance requirements by supporting board and committee member onboarding and orientation, managing rosters, terms, and attendance, tracking board actions, adhering to policies, serving as the primary administrative liaison to the Board and its committees.
• Administrative support to the Legal, Risk Management and Strategic Sourcing and Procurement Departments, including scheduling meetings and managing calendars, coordinating document execution and filing, maintaining organized and compliant records, assisting with contract tracking and document management systems, preparing correspondence and reports, and serving as a liaison to internal departments and external legal counsel to ensure timely follow-up and completion of legal matters.
• Assist in the preparation and distribution of materials and presentation for meetings
• Responsible for invoicing, expense management, purchasing and
• Prepare documents, letters, etc. using Microsoft applications (Word, PowerPoint and Excel).
• Support and maintain an electronic and paper filing system for documents.
• Responsible for inventory management, including ordering, tracking and storage of office supplies
• Provide administrative backup support and coverage when
• Assists with answering and directing calls and
• Ability to handle matters with discretion and tact.
• Attends meetings and takes minutes as
• Provide mail support through opening and directing mail appropriately.
• Perform other duties and responsibilities as assigned.

QUALIFICATIONS AND SKILLS:

• Experience supporting C-level executives
• Experience providing board management administration
• Excellent verbal and written communication skills
• Proficient with Microsoft Suite, specifically Word, Excel, PowerPoint and Outlook
• Knowledge in Microsoft Visio and Project a plus
• Strong organizational and time management skills, attention to detail, flexibility, and ability to work independently and as part of a
• Ability to handle confidential information in accordance with PHMC policies and
• Proven ability to work under pressure and meet

EXPERIENCE:

Minimum of 5 years administrative experience supporting executive level managers.

EDUCATION REQUIREMENT:

High School Diploma/GED. Associate or greater preferred with paralegal experience preferred.

PHMC is an Equal Opportunity and E-Verify Employer.

Qualifications Skills Required Attention to Detail Intermediate Organized Advanced Microsoft Office Suite Advanced Customer Service Intermediate Effective Communication Intermediate Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
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