Posted: Dec 20, 2024
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Executive Assistant

Dogwood Health Trust - Asheville, NC
Full-time
Application Deadline: N/A
Nonprofit
Executive Assistant
 
ABOUT DOGWOOD
 
Dogwood Health Trust (Dogwood) exists to dramatically improve the health and well-being of all people and communities in the 18 counties and Qualla Boundary of Western North Carolina. Dogwood funds projects and collaborations that increase access to housing, education, economic opportunity, and health and wellness. Our policy and advocacy efforts aim to promote equity and opportunity and develop deep community engagement with demonstrated impact.  
 
At our core, we seek to understand before we act, modeling transparency, integrity, and candor to build trust. We work deeply to disrupt factors that perpetuate challenges, making responsive and catalytic investments. Utilizing multiple forms of philanthropic capital, we aim to advance change while balancing impatience and patience. Emphasizing learning and sharing our insights, we actively seek and act on feedback to improve our performance and refine our strategies. We remain hopeful and diligent throughout our efforts and are committed to driving transformation.
 
SUMMARY
 
The Executive Assistant (EA) will coordinate the workflow of executive leadership by providing administrative support to the SVP of Community Investment.  The EA will be a highly organized self-starter with demonstrated high-level interpersonal, verbal, and written communication skills. Attention to detail, professionalism, and considerable discretion are essential to this role. This position manages a robust team of administrative professionals.
 
 
RESPONSIBILITIES & DUTIES
 
Executive Support
  • Balance conflicting priorities to manage workflow, ensure the completion of essential projects, and meet critical deadlines.
  • Masterfully schedule calls and meetings and manage inbound requests with awareness and commitment to effective agendas and transition times.
  • Ensure that the SVP’s time is leveraged effectively, including engaging the right participants in and out of meetings and problem-solving with stakeholders in advance to maximize their time with the appropriate executives.
  • Compose and respond to correspondence on behalf of the SVP.
  • Read and analyze incoming memos, submissions, and other correspondence, redistributing them as needed.
  • Maintain and organize department files and information.
  • Lead SVP's special projects, coordinating stakeholders, timelines, action items, and deliverables.
  • Arrange travel and track, organize, and submit expense reimbursements on behalf of the SVP.
  • Manage PTO/Sick requests and expense reimbursement approvals for SVPs direct reports.
  • Uphold a strict level of confidentiality.
 
Internal Partnerships
  • Work closely with other administrative support teams across the organization to improve and streamline processes continually. 
  • Partner closely with the administrative support team within the organization for meeting coordination and internal communications.
  • Manage calendars - solve complex scheduling situations collaboratively with benefit and respect to all team members.
  • Supervise a team of Community Investment Administrative Assistants.
  • Manage work schedules and time off requests for Community Investment Administrative Assistants.
  • Identify training needs and provide continuing education and professional development opportunities for staff.
  • Evaluate competencies for Community Investment Administrative Assistants and assess performance.
 
Meetings & Events
  • Plan events, conferences, retreats, and other meetings.
  • Compile information to prepare documents and agenda for review and presentation to board members, staff, and other key stakeholders.
  • Reserve meeting rooms and spaces, coordinate room and A/V setup, and arrange catering.
  • Attend meetings to take minutes, distribute action items and materials, and update calendars to effectively manage next steps for projects.
 
QUALIFICATIONS & SKILLS
 
Qualifications are a guiding light and not all-encompassing of what Dogwood Health Trust considers throughout the selection process. We encourage all candidates to include a cover letter to share how their lived experience, education, and work experience combine to support this role.
 
Education
  • A high school diploma is required; a bachelor’s degree is preferred.
  • Additional experience may be substituted for a degree on a year-for-year basis.
 
Work Experience
  • Five or more years of experience supporting at least one executive; experience working with a board of directors is preferred.
  • Prior supervisory experience preferred.
 
Competencies and Behaviors
  • Professional level verbal and written communication skills.
  • Expertise in planning, scheduling, and organizing meetings, events, and travel.
  • Ability to anticipate issues and implement solutions proactively.
  • Advanced knowledge of Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint, is required. 
  • A willingness/ability to adapt to upgrades and system changes.
  • Exceptional project and time management to oversee and coordinate projects from inception to completion (project planning, progress tracking, and stakeholder coordination), ensuring they align with the SVP’s vision.
  • Attention to detail and solid organizational skills.
  • Ability to meet tight deadlines and manage multiple critical requests while navigating changing priorities.
  • A proactive and creative approach to problem-solving with strong decision-making skills coupled with the ability to handle interruptions at any moment.
  • Strong customer service orientation and collaboration skills are required.
  • A commitment to treating others with dignity and respect.
  • A commitment to protecting and maintaining confidentiality.
 
WORKING CONDITIONS
 
This position is a full-time, salaried, exempt role and requires an on-site presence five days per week. Limited travel may be required.
 
WHAT WE OFFER
 
Dogwood’s purpose of dramatically improving the health and well-being of all people and communities in Western North Carolina is also evident within our doors. The starting salary is commensurate with experience, which will be vetted through the interview process. All full-time team members can take part in a broad offering of competitive benefits, including:
  • 100% employer-paid medical, dental, vision, STD, LTD, Life and AD&D insurance.
  • Up to 6% match for 403b retirement contributions.
  • Annual PTO (4 weeks) & Sick (2 weeks).
  • 10 paid holidays, 5 paid Winter Break days.
 
OUR COMMITMENT TO EQUITY AND INCLUSION
 
Dogwood Health Trust is committed to diversity, equity, and inclusion in our work and on our teams. We know that the rich diversity of perspectives and wisdom that is imperative to our mission can only come from a wide variety of origins and life experiences. We strongly believe that creating a workplace where all team members thrive is critical to fulfilling our mission in the communities we serve, and we intentionally recruit, develop, and retain the most talented people from a diverse candidate pool.
 
Qualified candidates are urged to apply and will receive consideration for employment without regard to race, color, sex, age, national origin, religion, sexual orientation, gender identity and/or expression, status as a veteran, and basis of disability or any other federal, state, or local protected class.