The Role
Provides high-level administrative and strategic support to the President and CEO, including complex calendar and travel management, confidential correspondence, board liaison duties, meeting coordination, stakeholder communications, special projects, and executive team support. Maintains relationships with board members, donors, patients, staff, and external stakeholders while ensuring priorities, deliverables, and organizational communications are handled professionally and discreetly.
Summary Generated by Built In
We’re hiring an Executive Assistant to the President & CEO at Family Health Center.
This is a high-impact, senior-level role—a true service-driven partnership supporting the CEO and Board at the center of leadership, strategy, and community impact.
This is not a traditional administrative role. This individual serves as a trusted right hand, a key first impression of the organization, and an integral member of the executive team.
We’re looking for someone who brings:
✔ A strong service mentality with a commitment to supporting the CEO and Board
✔ Exceptional calendar management and the ability to manage complex, shifting priorities
✔ A high-energy, positive, and upbeat attitude in a fast-paced environment
✔ Absolute discretion and ability to maintain highly confidential information
✔ Advanced computer skills, organization, and strong time management
✔ Willingness to support non-traditional hours and manage corporate travel logistics
✔ The ability to serve as a professional, polished representative of the organization at all times
POSITION SUMMARY:
- Reporting directly to the President and CEO, the Executive Assistant provides executive support in a one-on-one working relationship.
- The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the President.
- The Executive Assistant also serves as a liaison to the board of directors and senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects.
- The Executive Assistant must be creative and enjoy working within a small, entrepreneurial environment that is mission-driven, results-driven and community oriented.
- The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
DUTIES AND RESPONSIBILITIES:
- Completes a broad variety of administrative tasks for the President & CEO including: managing an extremely active calendar of appointments; reviewing and prioritizing the President’s electronic and physical correspondences; composing and preparing correspondence that is confidential; completing expense reports; ordering and picking up meals; setting up and cleaning up meeting rooms; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for meetings.
- Plans, coordinates and ensures the President's schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the President's time and office.
- Communicates directly, and on behalf of the President and CEO, with Board members, donors, patients, staff and others, on matters related to President's programmatic initiatives.
- Researches, prioritizes, and follows up on incoming issues and concerns addressed to the President, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
- Provides a bridge for smooth communication between the President's office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
- Works closely and effectively with the President to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the President updated.
- Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the President, some of which may have organizational impact.
- Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the President's ability to effectively lead the company.
- Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
- Serves as the President's administrative liaison to FHC’s board of directors.
- Assists board members with travel arrangements, lodging, and meal planning as needed.
- Maintains discretion and confidentiality in relationships with all board members.
- Adheres to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format.
- Participates as an adjunct member of the Executive Team including assisting in scheduling meetings and attending all meetings.
- Assists in coordinating the agenda of senior management team meetings and off-sites, and all staff meetings.
- Facilitates cross-divisional coordination of travel and outreach plans.
- Ensures that the President's bio is kept updated and responds to requests for materials regarding the President and the organization in general.
- Edits and completes first drafts for written communications to external stake holders.
- Follows up on contacts made by the President and supports the cultivation of ongoing relationships.
- Edits all, and creates acknowledgement letters from the President to donors, patients and others.
QUALIFICATIONS:
- Must be a licensed Notary Public or eligible and willing to become a Notary Public.
- Possess a valid driver’s license, clean driving record and must be able to provide own reliable vehicle for assigned duties.
- Ability to exercise good judgment in a variety of situations.
- Strong written and verbal communication, administrative, and organizational skills.
- Ability to maintain a realistic balance among multiple priorities.
- Experience and interest in internal and external communications.
- Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms.
- Very strong interpersonal skills and the ability to build relationships with stakeholders, including Board members, donors, patients, staff and others.
- Expert level written and verbal communication skills.
- Demonstrated proactive approaches to problem-solving with strong decision-making capability.
- Emotional maturity.
- Highly resourceful team-player, with the ability to also be extremely effective independently.
- Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
- Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
- Forward looking thinker, who actively seeks opportunities and proposes solutions.
EDUCATION/EXPERIENCE/CERTIFICATIONS/LICENSES:
- Bachelor's degree strongly preferred.
- Strong work tenure: five to 10 years of experience supporting C-Level Executives, preferably in a non-profit organization preferred.
Skills Required
- Licensed Notary Public or eligible and willing to become a Notary Public
- Valid driver's license and clean driving record
- Reliable personal vehicle for assigned duties
- Strong written and verbal communication skills
- Strong administrative and organizational skills
- Ability to manage multiple priorities and deadlines
- Experience or interest in internal and external communications
- Proficiency in Microsoft Office, including Outlook, Word, Excel, and PowerPoint
- Proficiency in Adobe Acrobat and social media web platforms
- Strong interpersonal and stakeholder relationship-building skills
- Expert-level written and verbal communication skills
- Proactive problem-solving and decision-making ability
- Emotional maturity
- Ability to handle confidential information with discretion
- Ability to work independently and as an effective team player
- Ability to achieve performance goals and meet deadlines in a fast-paced environment
- Bachelor's degree
- Five to ten years of experience supporting C-level executives
- Experience supporting executives in a nonprofit organization
Am I A Good Fit?
Get Personalized Job Insights.
Our AI-powered fit analysis compares your resume with a job listing so you know if your skills & experience align.
Success! Refresh the page to see how your skills align with this role.
The Company
What We Do
Family Health Center is a community health center serving Kalamazoo with integrated, patient-centered care. Its services include adult medicine, pediatrics, dental and behavioral health, internal medicine, obstetrics and gynecology, occupational and physical therapy, on-site pharmacies, substance-use care, lab tests, screenings, and vaccines. The organization’s mission is to ensure community members can access quality, comprehensive care, and it emphasizes dignity, respect, and a welcoming spirit.
