Executive Assistant - Public Health

Position: Executive Assistant - PHIG Coordinator

Client: Government Client

Location: 100% Remote – Preferably in New Mexico or MST zone

Type: 12-month Contract

Job Description:

The Executive Assistant to the Public Health Director provides high-level administrative support, ensuring the effective operation of the director’s office. This role is responsible for managing the director’s calendar, coordinating communications, preparing reports and presentations, and organizing meetings. The ideal candidate will possess excellent organizational skills, discretion, and the ability to manage complex schedules and communications in a fast-paced, mission-driven environment.

Key Responsibilities:

• Calendar Management: Schedule, coordinate, and manage the director’s calendar, including meetings, appointments, and events. Prioritize and adjust commitments as necessary.
• Communication: Serve as the primary point of contact for the director’s office. Screen, respond to, and prioritize incoming communications, including phone calls, emails, and letters.
• Meeting Coordination: Arrange logistics for internal and external meetings, prepare agendas, and track and follow up on action items to ensure timely completion.
• Document Preparation: Draft, edit, and prepare reports, presentations, and other documents on behalf of the Public Health Director. Assist in research and data collection as needed.
• Travel Arrangements: Organize and coordinate travel, accommodations, and itineraries for the director’s work-related travel and conferences.
• Confidentiality and Discretion: Maintain a high level of confidentiality in all matters related to the director’s office, handling sensitive information with care.
• Stakeholder Engagement: Liaise with internal and external stakeholders, including city officials, healthcare organizations, and the public, to support the director’s goals and initiatives.
• Project Assistance: Provide administrative support for special projects and initiatives, coordinating with various departments to achieve public health objectives.

Education:

• Bachelor’s degree preferred or equivalent relevant work experience in administrative or executive support roles.

Experience:

• Minimum of 3-5 years in a similar role, ideally in public health, government, or a related field.

Skills:

• Strong organizational and multitasking skills with a keen attention to detail.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to manage competing priorities with minimal supervision.
• Professionalism and discretion in handling confidential information.
• Strong interpersonal skills and the ability to interact with various stakeholders effectively.