Overall Position Purpose:
This position exists to provide Inteleos, a non-profit certification organization whose staff works with volunteer clinical experts, with a wide range of executive support skills to the Assessment Division, Councils, Assessment Committees, Working Groups and other selected volunteer task forces; working closely with the Chief Assessment Officer (CAO) and Directors within the Assessment Division. The position requires an extremely high level of professionalism and demeanor.
- Provide executive level administrative support to the Assessment Division and the Division’s volunteer leadership of the Councils, Committees and Task Forces;
- Provide executive assistant support including calendar management requiring interaction with both internal and external executives, volunteers and assistants, across international time zones, to organize a variety of complex executive meetings on behalf of the division and Inteleos’ extensive volunteer community;
- Assist with divisional meeting preparation, take minutes and assure action item follow up; participate in divisional staff meetings; participate in Council and Committee meetings and conference calls;
- Interact directly with Assessment Division Council members and other leaders to assure timelines are met using electronic survey and other tools;
- Coordinate and execute assigned projects and tasks with the Councils and other specified volunteer groups to include appointments for committees and task forces;
- Communicate and assist with incoming and outgoing electronic communications on behalf of the CAO, Division Directors, and Councils;
- Provide assigned executive level administrative support to governance leadership volunteers such as the Chairs of the Councils and Task Forces working with the Assessment Division;
- In cooperation with other Inteleos staff, coordinate, update, and execute corporate volunteer governance policies, procedures, ballot development;
- Coordinate volunteer rosters and track volunteer activities;
- Independently execute, update, and maintain administrative operational policies and procedures, and standing polices of the Assessment Division;
- Work cohesively with the Inteleos Management Team to ensure executive strategies and objectives are executed; and
- Ensure processes/procedures are maintained and followed as required by ANSI for organizational accreditation.
- Associates Degree or equivalent required in related field and
- Seven (7) to ten (10) years’ experience in a high-level administrative support position, with at least two (2) years’ experience working with a Board of Directors, Councils and/or Board appointed Volunteer Committees.
Required Qualifications/ Skills
- Prior experience and functioning within a non-profit organization or association (preferred) dealing with C-Level executives, Board of Directors and Committees;
- Advanced skills to self-organize, keep timelines and multi-tasking,
- Advanced Microsoft Outlook, Word, and SharePoint skills,
- Advanced interpersonal, communication, and organizational skills,
- Advanced problem-solving skills to include anticipating alternative solutions and contingency planning,
- Advanced information-gathering and information-monitoring skills,
- Advanced skills in writing business correspondence, letters, reports, and establishing meeting agendas,
- Intermediate skills in Excel, PowerPoint and electronic survey tools (Qualtrics, SurveyMonkey, etc.),
- Intermediate office technology skills to operate office equipment,
- Consistent attention to detail, double check all work, with a high-level of professionalism and confidentiality,
- Ability to work and collaborate in a team environment and interact with staff at all levels in a fast-paced environment.
- Ability to identify creative solutions that address time, budget, and quality
- Accountable – taking ownership of your work and delivers results. Being responsible for your actions.
- Collegial – being helpful, respectful, approachable and team oriented. Building strong working relationships and a positive work environment. Consider the thought and opinions of others.
- Ethical/Integrity -employee is honest and trustworthy when working with colleagues, volunteers, and other stakeholders. Lead by example.
- Committed to:
- Creating the global standard of excellence in healthcare and patient safety
- Excellence – Strive to excel in everything you do
- Quality – Taking the initiative, extra time, care and vigilance to get the job done right
- Continuous Learning
- Have a Positive “Can-do” Attitude- being ready, available and willing to get the job done and done well
- Works under general guidance, with considerable latitude in determining their work objectives.
- Makes decisions of considerable complexity regarding objectives, work design, execution of tasks, projects, etc., which can be ambiguous; decisions have medium to short-term impact on an organizational layer and does impact organizational function.
- Work projects and products are subject to management review for content, quality and appropriateness.
- Incumbent typically has no formal supervisory responsibility