Coordinator, Executive Office

    • Job Tracking ID: 586b
    • Job Location: Washington, DC
    • Job Level: Executive
    • Level of Education: BA/BS
    • Job Type: Full-Time/Regular
    • Date Updated: September 18, 2020
    • Years of Experience: 5 - 7 Years
    • Starting Date: ASAP
    • Marketing Job Title: Executive Office Coordinator
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Job Description:

WHO WE ARE

CHA advances child health through innovation in the quality, cost, and delivery of care. Representing 220 members, CHA is the voice of our member hospitals nationally. These hospitals are essential providers, setting the standard for the highest quality pediatric care while training the next generation of pediatricians. With its members, CHA champions policies that enable pediatric hospitals to better serve children; leverages its position as the pediatric leader in data analytics to facilitate national collaborative and research efforts to improve performance; and spreads best practices to benefit the children of our nation. CHA has offices in Lenexa, KS, and Washington, DC.

JOB SUMMARY

Provides executive support to the Chief Operating Officer (COO) and Chief Executive Officer (CEO), serving as a point of contact for internal and external constituencies. Also serves as a liaison to the board of trustees and management team; organizes and coordinates executive outreach; and oversees special projects. Must be creative and enjoy working within a moderately-sized environment that is mission-driven, results-oriented and member-focused. Must have the ability to be extremely effective, manage administrative projects from inception to completion, handle confidential information with discretion, be adaptable to competing demands, and supervise office support staff to ensure the highest level of customer service and response.

 

ESSENTIAL DUTIES AND RESPONSIBILITIES

EXECUTIVE SUPPORT

  • Exercise discretion and judgment with respect to matters of significance within the scope of responsibility affecting the executive office

  • Assess inquiries directed to the executive office, determine the proper course of action and delegate to the appropriate individual to manage

  • Lead, manage and complete a broad variety of administrative tasks including managing dynamic calendars of appointments, completing expense reports, composing and preparing correspondence, arranging itineraries and agendas and compiling meeting documentation

  • Research, prioritize, and follow up on incoming issues and concerns addressed to the CEO and COO, including those of a sensitive and confidential nature

  • Prioritize conflicting requests and handle matters within scope expeditiously and proactively

  • Provide a bridge for smooth communication between the executive office and CHA departments, demonstrating leadership and empathy to foster credibility, trust, and support with staff

  • Build collaborative relationships crucial to the success of the organization

  • Proactively identify opportunities to acknowledge individuals and teams to foster greater connections between executives and our internal and external constituencies

  • Communicate directly with members of CHA and board, allied organizations, staff, and others, on matters related to CHA and program initiatives


BOARD SUPPORT AND LIAISON

  • Serve as the administrative liaison to the board of trustees and their offices

  • Serve as the internal coordination point of governance activities including board, governing committee and other governance forums as assigned

  • Maintain discretion and confidentiality in relationships with governance participants

  • Adhere to compliance with applicable rules and regulations regarding governance matters


SENIOR MANAGEMENT LIAISON

  • Coordinate leadership and management team meetings, including scheduling, attending/minuting and facilitating follow up action items

  • Assist in coordinating the agendas of the management team and associated task forces/workgroups and other meetings as requested


COMMUNICATIONS, PARTNERSHIP, AND OUTREACH

  • Respond to requests for materials regarding the CEO, COO and the organization in general

  • Edit and complete drafts for written communications to stakeholders

  • Research, prioritize, and follow up on issues and concerns, determining the appropriate course of action, referral or response

MANAGEMENT AND CULTURE

  • Sustains CHA’s culture and demonstrates it through daily interactions with staff at all levels, guided by CHA values and integrating them into daily work

  • Supervise and coordinate activities of non-exempt office administrative support and provides training and guidance to ensure successful execution of support activities

  • Help coordinate business-wide procedures and work to improve existing processes for maximum clarity, efficiency, and success

 

Visa sponsorship is not available for this position.

 

Experience and Skills:

Any combination of education and experience providing the required skill and knowledge is qualifying. Typical qualifications would be equivalent to:

Education:

* Bachelor’s degree required or equivalent work experience.

 

Experience and Special Skills:

  • Five to ten years of experience supporting C-level executives.

  • Experience and interest in internal and external communications, and partnership development.

  • Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), CRM, Adobe Acrobat, and social media web platforms.

 

Physical requirements

  • Extensive periods of sitting and keyboard/computer work

  • Communicates in person and over the phone

  • May on occasion be required to lift packages up to 25 lbs.

  • Travel: Up to 10%

  • General office environment

  • Regular and predictable attendance

 

Direct reports

* Office Operations Coordinator