Executive Assistant Job at CHIME College of Healthcare Information Management Ex

The College of Healthcare Information Management Executives (CHIME) is the professional organization for Chief Information Officers and other senior healthcare IT leaders. CHIME enables its members and business partners to collaborate, exchange ideas, develop professionally and advocate the effective use of information management to improve the health and care throughout the communities they serve.

Our Mission is to advance and serve healthcare leaders and the industry improving health and care globally through the utilization of knowledge and technology.

Job Purpose

The Executive Assistant is responsible for providing the first point of contact for team members and others who interact with the Chief Digital Media and Marketing Officer. The Executive Assistant supports and administers all activities in accordance with budget, policies and goals of CHIME.

The Executive Assistant will act as the go to person for all Marketing, Media, DHx and Technology related issues.

Duties and responsibilities

• Provide administrative support to a remote based leadership team including, but not limited to; preparation and filing of expense reports (online system), scheduling of conference calls, assisting in the management of calendars and meetings, travel including booking flights, hotels and transportation where needed.
• Attend meetings with EVP, as necessary to record action items and track pending items in Asana.
• Collaborate with other EAs to coordinate travel and meetings as needed.
• Collaborate with team members to provide support to leadership team as needed.
• Maintain knowledge of items support team, Sharepoint, Marketing , DHx, Technology and others as needed.
• Assist in presentation preparation for Board Meetings and other events where EVP is a speaker or presenter.
• Serving as the point of contact for third-party teams focused on platform development and technology, and acting as a liaison between the EVP and the development team regarding outstanding items, project updates, setting meetings, assigning tasks, etc.

• Attending meetings with the development group, ensuring minutes are taken, keeping an active list of assignments, and determining which tasks can be shared across the team and which ones are for you. If they are for you, tracking them to ensure timely completion.
• Obtain the monthly GL from accounting for review and set up meetings with direct reports to review the budget.
• Serve as the liaison between the EVP and CHIME members regarding content creation initiatives (podcasts, Social events, TLRTs, etc.) and scheduling through the EPM. This includes reaching out to members to coordinate participation, working with the EPM on deliverables, and coordinating schedules for meetings or onsite events. If target people are identified, contact them and work to get them scheduled. Work directly with the EPM through the normal production process, coordinate schedules, and assist in post-production with artifact review and dissemination.
•  Work with leaders inside DHX, Marcomm, and Technology to assist on projects as needed.
• Support the EVP on team relations and ensure all team members have an active communication line. Ensure leadership has 1:1s scheduled routinely and meetings about goals and evaluations are held.
• Coordinate quarterly meetings across direct reports.

• Assist in audience acquisition projects related to media initiatives, including identifying target audiences, running audience lists, assisting in outreach, and other components as assigned.
• Assist in the review of content for accuracy, including speaker credentials, sponsor lists, web copy, social graphics, etc.
• Identify missing details on target lists for audience acquisition, like missing contact details.
• Assist with content posting and scheduling as needed, based on team bandwidth, including DHC posting and scheduling Foundation social posts.
• Other duties as assigned

Qualifications

• A Bachelor’s Degree or equivalent experience is required.

• Minimum of five (5) years in an office environment, including experience communicating with external parties and supporting more than one person.
• Proficiency with MS Outlook and calendars, MS Word, MS Excel, MS Outlook,
• Strong editing and proofreading skills a plus
• Professional maturity, ability to exercise discretion, and good judgment.
• Excellent written and oral communication skills; and attention to detail.
• Excellent organizational skills and attention to detail, with a proven ability to manage multiple projects simultaneously.

• Strong interpersonal skills, with the ability to effectively manage relationships with both internal teams and external sponsors.
• Ability to effectively work in a small team as well as member relationships to accomplish CHIME projects and goals.
• Ability to effectively handle numerous issues, tasks and assignments and meet deadlines.
• Discipline to successfully work in a collaborative environment where assignments may include tasks with and without close supervision.

This is a remote based position; however, Must be located in Houston Texas

Some travel will be required.