CHAP Executive Secretary at Bristol Bay Area Health Corporation – Dillingham, Alaska

About Company:

About the Role:

The CHAP Executive Secretary plays a pivotal role in supporting the leadership team by managing administrative functions and ensuring smooth organizational operations. This position is responsible for coordinating communications, scheduling meetings, and maintaining accurate records to facilitate effective decision-making. The Executive Secretary acts as a liaison between internal departments and external stakeholders, promoting efficient information flow and professional representation of the organization. By handling confidential information with discretion and managing multiple priorities, the role contributes significantly to the overall productivity and success of the organization. Ultimately, the Executive Secretary ensures that executive activities are well-organized, deadlines are met, and strategic objectives are supported through meticulous administrative assistance.

Minimum Qualifications:

• High school diploma or equivalent; Associate’s or Bachelor’s degree in Business Administration or related field preferred.
• Minimum of 3 years of experience in an executive support or administrative role.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong organizational and time management skills with the ability to manage multiple priorities simultaneously.
• Excellent written and verbal communication skills.

Preferred Qualifications:

• Experience supporting senior executives in a nonprofit or healthcare-related organization.
• Familiarity with project management tools and software.
• Knowledge of CHAP (Community Health Accreditation Partner) standards and healthcare regulatory environments.
• Advanced proficiency in document management and collaboration platforms such as SharePoint or Google Workspace.
• Certification in administrative support or executive assistance (e.g., Certified Administrative Professional).

Responsibilities:

• Manage and coordinate executive schedules, including meetings, appointments, and travel arrangements.
• Prepare, review, and distribute correspondence, reports, and presentations with a high level of accuracy and professionalism.
• Serve as the primary point of contact for internal and external communications directed to the executive team.
• Organize and maintain confidential files and records, ensuring compliance with organizational policies and data protection standards.
• Assist in planning and executing organizational events, board meetings, and other special projects as required.
• Facilitate communication between departments to ensure timely follow-up on action items and deliverables.
• Handle incoming inquiries and requests, prioritizing and redirecting as appropriate to support executive decision-making.

Skills:

The Executive Secretary utilizes strong organizational skills daily to manage complex calendars and coordinate meetings efficiently, ensuring executives are well-prepared and informed. Communication skills are essential for drafting clear, professional correspondence and facilitating smooth interactions between leadership, staff, and external partners. Proficiency with office software enables the creation of detailed reports, presentations, and data tracking, which support strategic planning and operational oversight. Discretion and confidentiality are critical when handling sensitive information, requiring a high level of professionalism and ethical judgment. Additionally, problem-solving and multitasking abilities allow the Executive Secretary to adapt to changing priorities and support the dynamic needs of the executive team effectively.