Executive Assistant - Governance
Company: Christus Health
Location: Irving
Posted on: January 12, 2021
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Job Description:
DescriptionSummary: Performs diverse executive level
administrative duties to provide support to the System Director for
Philanthropy and Administrative Services, Corporate Secretary and
Assistant Corporate Secretaries of the CHRISTUS Health Board by
organizing and coordinating the day-to-day operations of the
Governance Department.By nature of the position, a high degree of
professionalism is required in dealing with sensitive and
proprietary information, and interaction with board members and
executive leadership requiring the use of tact, diplomacy,
discretion, judgement, and independent decision making. Works
directly with the Corporate Secretaries and Executive Leaders to
assist in the preparation for board and committee meetings,
including helping coordinate the materials needed for the meetings,
building the board books on the board portal as needed, and
managing the meetings.Files and maintains CHRISTUS organizational
documents, board and committee minutes, and other legal document
related to board management.Develops and maintains yearly master
calendars of CHRISTUS Board, Board committees and CHRISTUS Member
meetings.Develops and maintains the lists for all board and
committee members, tracking the board terms and tenures.Maintains
the contract with the board portal vendor, tracking access for the
system and regional/operating unit boards and committees and
managing the inventory and distribution of computer hardware needed
for access.Tracks and manages the board compensation, including
work with accounting to develop the tax-reporting for board
compensation and communications related to compensation.Directs
incoming and outgoing communications via phone & email for
vendors/associates/patients and the public.Assists with the
logistics of the system board and committee meetings, including
event planning and oversight, meeting logistics, and individual
member travel as needed.Manages and processes the expense reports
for board members and congregation members.Prepares correspondence,
reports, presentations, and meetings for the Governance
Department.Assists in the preparation of board and committee
minutes as needed; Assists in the preparation of board and
committee presentations as needed.Coordinates and manages travel
for the corporate secretaries; manages the department
purchasing.Manages the expense reports and invoices for the
department, including budget tracking, coding and
record-keeping.Ensure that the office environment provides for the
appropriate hospitality and supports the needs of CHRISTUS board
members, Associates, visitors, and other business associates.KRONOS
? maintain and update time for the corporate secretaries on a
bi-weekly basis (Chief Administrative Officer has final
approval)Manages and executes a variety of special projects, which
may involve the highest level of confidential
information.Cooperates and coordinates with other administrative
assistants to ensure office support is available when away from the
office.Assists with CHRISTUS Health Foundation administrative
needs. Requirements: Excellent organizational, interpersonal, and
executive assistant skillsExcellent communications and writing
skillsKnowledge of legal terminology and governanceInitiative with
ability to anticipate needsAbility and desire to work in a
demanding team environmentAbility to maintain confidentiality of
sensitive informationAttention to detail and excellent time
management skills5-10 years administrative assistant experience,
with evidence of increasing responsibilities and
advancementFour-year college attendance, associate degree or
equivalent preferredProficient in all Microsoft Office products;
i.e., Word, Excel, PowerPointNotary Public preferred, paralegal
certification preferred Work Type: Full Time
Keywords: Christus Health, Irving , Executive Assistant - Governance, Other , Irving, Texas
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