Board & CEO Assistant

POSITION SUMMARY:

To support the operations of APLA Health & Wellness (APLA Health) including the Board of Directors (Board), Executive Management (EMT) and Senior Management (SMT) Teams, and JAEDI (Justice, Anti-Racism, Equity, Diversity and Inclusion) Committee.  Assist with some administrative duties for the CEO. 

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Board of Directors:
  • Using the On Board software program, and working with the Board Chair, Vice Chair and CEO schedule all APLA Health Board meetings; including full Board meetings, Executive and other Board standing committee meetings, Board retreats, Board orientations, and Board ad hoc committee meetings. 
  • Working with the CEO and other EMT members, prepare and distribute notices of upcoming meetings, agendas (including Board Resolutions and Minutes) and other materials. Send reminder notices to Board members of upcoming meetings.  Coordinate with the Board Chair and Vice Chair, other Executive Team staff to prepare and distribute the monthly board information packet.
  • Attend all Board and committee meetings, record attendance and votes. Prepare draft minutes of all meetings for review by the CEO and / or Board Chair or committee chair and then approval by the Board or appropriate committee.
  • Organize all Board and other committee meetings including logistics, catering, video and conference call capabilities. Manage the planning for all Board-related events, including offsite meetings, orientations, dinners and retreats. Attend any and all Board events as needed. Attend other APLA Health events where Board members are present as needed and when appropriate. 
• Executive Management Team / Senior Management Team –
  • Working with the CEO prepare and distribute notices of upcoming EMT and SMT meetings, agendas (including Action Items) and relevant information packets. Send reminder notices to team members of upcoming meetings. 
  • Attend all EMT and SMT meetings, in person or remotely. Prepare draft minutes of all meetings for review and approval by the CEO and Committee.
• JAEDI –
  • Working with the JAEDI Co Chairs prepare and distribute notices of upcoming meetings, agendas (including Action Items) and relevant information packets. Send reminder notices to Committee members of upcoming meetings. 
  • Attend all JAEDI meetings, in person or remotely. Prepare draft minutes of all meetings for review and approval by the Co Chairs and Committee.
• Facilitate the distribution of information to the Board from the CEO, Board chair, and other Board members.
• Ensure the efficient and accurate record-keeping of all Board, committee, EMT, SMT and JAEDI activities.
• Under the guidance of the CEO or other members of EMT, facilitate the completion of various licensing and other applications (including grant applications) to local, state and federal authorities (including HRSA, the State of California, local governmental authorities etc.) with a particular focus on those applications that require information and submittals from APLA Health Board members.
• With the assistance of the CEO and outside counsel monitor the legal operating requirements of APLA Health; particularly those directly applicable to the Board under Federal, State and local laws and regulations, the APLA Health bylaws, Federally Qualified Health Center (FQHC) rules and regulations.
• Under the guidance of the CEO facilitate the review and approval of letters of support from other FQHC’s. Under the guidance of the CEO prepare and distribute official correspondence from APLA Health with outside entities including governmental authorities, other non-profit partners, vendors, donors, etc.)
• Provide administrative support when needed for “special projects” including HRSA service area competition applications, HRSA official site visits, HRSA scope change applications, state of California licensing applications, large grant applications, etc.
• Provide advice to Board officers, committee Chairs and the CEO regarding legal requirements and Rules of Order for conducting the business of the Board and all Committees.
• Maintain an annual calendar of all Board approval requirements pursuant to California law, the APLA Health bylaws, as well as FQHC rules and regulations.  Coordinate/ facilitate the timely review by and approval by staff and the Board of all required approvals. 
• Serve as a resource for Board Members; answer questions, take messages, return phone calls or in any other way assist members with their board responsibilities including in some cases fundraising on behalf of APLA. Handle incoming and outgoing mail, faxes, and documents as they pertain to the Board.
• Provide high-level administrative support in helping managing the schedule, travel and expenses for the CEO. Assist with communication between CEO and the Board, EMT, SMT and JAEDI and between CEO and all outside parties. 
• Help support the CEO in their participation in external groups including boards of directors, advisory, planning and other committees, etc.
• Maintain Board, EMT, and SMT contact information

OTHER DUTIES MAY BE ASSIGNED TO MEET BUSINESS NEEDS.

REQUIREMENTS:

Training and Experience:

Significant Executive Assistant experience required, preferably in an environment where contact with high profile individuals and community leaders is common.  Strong organizational skills and writing skills required.  Experience in a legal environment and / or working with a sophisticated board of directors preferred. High school/GED diploma required. College graduate preferred.  Ability to work some evenings and weekends.

Strong Knowledge of:

Office systems and procedures, office machines, computer skills, and advanced MS Office skills (Outlook, Word, Excel, and Power Point) required.  Operational and procedural knowledge of for or non-profit boards of directors preferred.  Experience with video conferencing systems (Zoom, Teams, etc.) required.

WORKING CONDITIONS/PHYSICAL REQUIREMENTS:

This is hybrid work position requiring three days per week (on average) in the office.  The balance between in office and remote may vary from week to week depending on work priorities and CEO schedule. Schedule includes working nights and weekends as needed. This is primarily an office position that requires only occasional bending, reaching, stooping, lifting and moving of office materials weighing 25 pounds or less. The position requires daily use of a personal computer and requires entering, viewing, and revising text and graphics on the computer terminal and on paper. Some local travel required.

SPECIAL REQUIREMENTS:

Must possess a valid California driver’s license; proof of auto liability insurance; and have the use of a personal vehicle for work related purposes. COVID vaccination and booster required or medical/religious exemption.

Equal Opportunity Employer: minority/female/transgender/disability/veteran.

Visit our website at www.aplahealth.org  to apply or click the link below: https://www.paycomonline.net/v4/ats/web.php/jobs/ViewJobDetails?job=119434&clientkey=A5559163F67395E0A2585D2135F98806