Job Description

We are seeking a highly organized, proactive, and professional Executive Assistant to support the Chief Executive Officer (CEO), Chief Financial Officer (CFO), and Chief Strategy Officer (CSO). This position will maximize the efficiency and effectiveness of executives by handling administrative tasks on their behalf; anticipating needs and taking action to see that the executives are prepared, responsive, and focused; fielding issues that need follow-up; and helping with other activities that would otherwise require the executives’ time and energy. The ideal candidate will be experienced in handling a wide range of administrative and executive support-related tasks and will be able to work independently with little or no supervision. This role requires someone who is resourceful, detail-oriented, and capable of managing multiple priorities with a high level of confidentiality and discretion.

Essential Responsibilities

• Manage executive calendars, coordinate schedules, organize meetings and conference calls, ensuring that executive time is used most effectively.
• Work closely and effectively with the executives to keep them well informed of upcoming commitments and responsibilities, following up appropriately; assured that all essential information is recorded in executive calendars (e.g. directions, special instructions, etc.); handle and communicate logistics.
• Prioritize conflicting needs and handle matters efficiently and proactively within tight deadlines.
• Appropriately represent RIQI and its’ executives in all interactions with Board of Directors and Board Committee members, advisory committees, governmental leaders, and their staff across the state and nationally. Compose correspondence and prepare Board packets, presentations, reports, spreadsheets, meeting minutes, and other business documents.
• Support Board and committee meetings: handle logistics (including venue, catering/refreshments, A/V setup), distribute materials, take minutes, address follow-up activities.
• Handle logistics, preparations, and follow-ups for meetings and events.
• Perform as the receptionist for RIQI; use company knowledge and judgment in answering routine and non-routine inquiries and routing them if necessary to the appropriate RIQI staff member or executive. 
• Represent the executive officers internally and RIQI externally. 
•  Handle tasks and small projects that otherwise would require time and attention from RIQI executives.
• Manage executive calendars, including scheduling meetings and appointments.
• Act as a point of contact between the executives and internal/external stakeholders.
• Prepare and edit correspondence, reports, presentations, and other documents.
• Handle confidential information with integrity and discretion.
• Organize and prioritize incoming information, calls, emails, and requests.
• Coordinate logistics for meetings, including venue arrangements, technology, agendas, and follow-ups.
• Assist in the preparation and distribution of board materials and reports.
• Support ad hoc projects and perform other administrative duties as assigned.
• Perform other duties as identified and deemed necessary.

•  Perform quality work within deadlines with or without direct supervision.
• Ability to multi-task and work in a fast-paced, demanding environment.
• Establish and maintain effective working relationships.
• Support and adhere to RIQI’s core values and corporate culture.
• Maintain strict confidentiality of sensitive and not-yet-released information.
• Proven experience as an Executive Assistant, Personal Assistant, or similar role.
• Excellent written and verbal communication skills.
• Strong organizational and time-management abilities.
• High level of discretion and professionalism.
• Ability to multitask and adapt to changing priorities.
• Represent RIQI in a positive manner to all stakeholders.
• Perform as a team player.
• Self-starter; energetic; “can-do” attitude.

Education & Experience

• BA/BS in business or related area or the equivalent work experience.
• A minimum of three years’ experience supporting C-Level Executives
• Computing proficiency including advanced competency in Microsoft 365 (especially Word, Excel, PowerPoint, and Outlook) and demonstrated ability to produce presentations, spreadsheets, graphs, and charts.

Desired Qualifications

• Five years of related experience.
• The ability to establish strong, productive relationships with counterparts in other organizations statewide and nationally.
• The ability to solve problems through initiative, resourcefulness, creativity, and self-motivation.
• Strong organizational skills with the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Skill in establishing priorities to meet deadlines.
• Excellent written and verbal communication skills.
• Demonstrated project management skills in a professional services environment.
• Health care experience or knowledge of healthcare business (i.e., working with hospitals, physician practices, health centers, managed plans, etc.).

Rhode Island Quality Institute is an EEO/AA Employer.

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