Administrative Assistant III

Job Details
Position Summary:
Reports to the Director of Governance Relations. Supports the Director in the ongoing development and successful operations of the EMHS governance model.
The senior administrative assistant plays an integral part in the work of the Governance Relations department, which supports the governance activity of the EMHS CEO, the EMHS Board of Directors and its committees in particular, the Governance Committee, Nominating Committee and Council of Chairs the Corporators, and programs that support governing boards and their respective administrative staff from across EMHS Member Organizations. The department identifies and implements governance best practices in alignment with EMHS policy and external requirements.
This position requires exceptional meeting and event logistics: detailed planning skills, data management and reporting, coordination of a support team drawn from home office staff - notably home office administrative assistants and Community Relations personnel. In providing support, the assistant is required to organize and coordinate the participation of administrative support colleagues from a variety of home office and member organization executive offices. Exceptional collaborative skills, independent judgment, professional discretion, and a strong service orientation are essential.
EMHS Board and Committees
Maintain a current database of EMHS Directors, in conjunction with other users (EMHS Foundation) to enable successful, timely communications and accurate tracking of EMHS-related activity. Profiles will include: accurate contact information, professional and civic leadership.
Prepare reports summarizing EMHS Board demographics, terms of service. Meeting attendance and skill sets.
Assist with tracking reviews and updates of EMHS Board of Directors' Governance Policies. Maintain current files with original signed policies and update EMHS Board of Directors' Online Governance Policy Manual as needed.
Manage collection / production coordinates logistics, production of materials, mailings, etc. for Annual meetings of the Board; regular and special board meetings; Governance Committee and Nominating Committee; Council of Chairs, governance summit for directors and trustees across EMHS; and other meetings as requested.
Assure a quorum is met for all committee and board meetings.
Prepare mailing to Directors of solicitation letters requesting nominations for open terms. Compile nomination information for Nominating Committee consideration.
Work with IS to manage and maintain the content on the EMHS Directors' Web Portal to provide accurate and useful information and paperless board and committee meeting materials. Coordinate with IS to assure that the appropriate staff/directors have access to the portal. Coordinate technical assistant for board members as requested.
Maintain accurate and timely Board portal content; posting meeting material within one business day of availability and routinely updating other portal content.
Track committee assignments for Directors, including annual review and updating.
Send letter from Committee Chair inquiring about Committee assignments.
Provide HO assistants the new committee assignments for the committees they are responsible for supporting.
Communicate directly with board members on a range of topics, e.g. continuation of service plans, completion of Unanimous Written Consents, board portal access, meeting scheduling and attendance, etc. Provide customized personal calendar to each director.
Coordinate travel logistics for EMHS Director's and Director of Governance Relations to attend Governance conferences. (airline reservations, hotel, conference registrations, ground transportation). Facilitates expense reimbursement.
Coordinate holiday board recognition gift project for the 160 trustees and directors across EMHS, including working with vendor to identify best options based on cost and availability, managing MO orders and distribution.
Plan and coordinate the Holiday dinner, ie, invitations, rsvps, hotel accommodations, table assignments, entree, appetizers, etc.
Maintain accurate lists of all the MO Board members in the EMHS Foundation database (Raiser's Edge). These are updated after each MO Annual Meeting or as needed. Also maintain an Outlook Distribution list for all MO Boards. These are updated after each MO Annual Meeting or on an as needed basis.
After each Annual Meeting compile "welcome" and "thank you for serving" letters for Michelle's signature to new and outgoing MO board Members. This is ongoing until all the annual meetings are completed.
Provide volunteer meeting /preparation time spent for EMHS Directors for Fiscal Services to be included in the IRS 990s.
One month before each quarterly board meeting request meeting minutes, and any action items that will need to be reviewed by the EMHS Board.
Provide assistance for additional assignments at the request of the Director and the CEO.
Corporators
Coordinate and prepare mailing to Corporators whose terms expire at the next Annual Meeting inquiring about Continuation of Service and requesting updated profiles. Compile results for Nominating Committee consideration
Prepare mailing of Corporator solicitation letters requesting nominations for open terms. Prepares nomination information for Nominating Committee consideration.
Prepare reports summarizing Corporator demographics and terms of service.
After the Nominating Committee has approved the nominees, send invitations to potential Corporators along with acceptance and profile forms.
When acceptances are received, send a confirmation letter.
Maintain a current database of Corporators, in conjunction with other users (EMHS Foundation) to enable successful, timely communications and accurate tracking of EMHS-related activity. Profiles will include: accurate contact information, professional and civic leadership, meeting attendance, terms of service and skill sets. Update after the annual meeting. Change terms, add new and delete term-outs and resignations. Update Outlook distribution lists.
Coordinate logistics, production of materials, mailings, etc. for Corporator Annual and Educational meetings. (legal notice, proxies, agendas, minutes, attendance, name badges and other materials as required).
Assure a quorum is met for the annual meeting of corporators. (60% participation is required)
Send "thank you" for serving letters to termed-out/resigned Corporators and "welcome" letters to new Corporators.
Affiliate Boards
Maintain a current database of 12 MO Boards in conjunction with other users (EMHS Foundation, to enable successful, timely communications and accurate tracking of EMHS-related activity. Profiles will include: accurate contact information, professional and civic leadership, terms of service and skill sets. Consult with the MO administrative staff to ensure accuracy of lists.
Maintain Outlook Distribution lists for all MO Boards.
Compile and provide FY reports to Corporate Counsel and Fiscal Services to include in the IRS FY 990..
Maintain and update current list of MO Chairs/Vice Chairs including term of service.
Coordinate MO and Home Office administrative staff work group. Survey for possible meeting dates, secure meeting space, send invitations, provide meeting materials, etc.
Assist in planning of the EMHS All Board Governance Summit. Coordinate and manage the logistics, ie; mailings, invitations, confirmations, lodging accommodations, attendance, meeting materials as well as work with the venue coordinator on set-up, food service, IV needs, etc. Coordinate assistance from Home Office staff as needed.
In early August, solicit MOs for Board Slates, term charts, skills matrix for the fall Nominating Committee meeting.
Special Projects, Staff Coverage and Other
Coordinate with the CEO Executive Assistant the compilation of the Corporate and Board/ Committee calendars for the next calendar year. This requires working with the assistants supporting the EMHS committees as well as the MO Administrative Assistants.
Provide assistance and coverage for the Office of the CEO as requested.
Provide assistance to other Home Office staff for special projects/events
Provide assistance for additional assignments at the request of the Director and the CEO.
Qualifications
Associates Degree in Secretarial Science preferred or five or more years of experience working as an Administrative Assistant in a corporate environment, preferably in healthcare and/or other non-profit organization.
Strong knowledge of Microsoft Word, Excel, Access, Raiser's Edge, Constant Contact, Sharepoint and Visio.
Exceptional collaborative skills, independent judgment, professional discretion, and a strong service orientation are essential.
Ability to multi-task.
Excellent organizational and customer service skills.
Present a professional appearance and demeanor at all times.
Excellent oral, written communication and interpersonal skills.
Demonstrate courtesy, compassion, respect.
Maintain strict confidentiality.
Communicate with all customers in a positive and professional manner.
Must be self-directed and able to prioritize.
Must be able to operate office machines such as teleconferencing equipment, computers, printers, photo copiers, scanners and fax machines.
Must be a team player working with Home Office, Member Organization administrative staff, board members, and corporators to complete assigned tasks.

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