Executive Assistant

Description

About First Choice Community Healthcare

For more than 50 years, First Choice Community Healthcare has expanded access to high-quality primary medical, dental, and behavioral health care for underserved communities in the Mid-Rio Grande Valley of central New Mexico. Today, we operate seven Community Health Centers, including one school-based clinic. We maintain an open-door policy and provide care regardless of an individual’s income or insurance status. As a nonprofit organization, First Choice is a vital community resource—delivering comprehensive services while supporting patients’ emotional, social, and cultural needs.

Position Overview

The Executive Assistant (EA) to the Chief Executive Officer (CEO) is a trusted partner who ensures the CEO’s time, priorities, and communications are aligned to advance organizational goals. In addition to managing complex calendars and meeting logistics, this role provides administrative and project support for executive initiatives, Board activities, and grant-related coordination. The EA also supports effective external communication by helping coordinate outreach and follow-up with legislators, agency partners, and other key stakeholders—always with excellent judgment, discretion, and professionalism.

POSITION SUMMARY

Under general supervision, coordinates, oversees, and performs a wide variety of administrative, operational, and project support functions for the CEO. Work may include highly confidential matters; maintaining strict confidentiality of sensitive and privileged information is essential. This position also provides administrative support to the Board of Directors (e.g., agendas, minutes, meeting materials, and follow-up) and helps ensure timely completion of executive priorities. The role is full-time and may include occasional evenings and/or local travel, based on Board and organizational needs.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Serve as a primary point of contact for the CEO’s office; professionally screen and route calls, visitors, and correspondence using sound judgment and discretion.
• Manage a complex CEO calendar, including prioritization, scheduling, confirmations, and proactive conflict resolution; ensure the CEO is prepared with relevant materials and context.
• Coordinate travel and logistics for the CEO (and others as assigned), including itineraries, reservations, meeting locations, and day-of troubleshooting.
• Plan, organize, and facilitate meetings and special events; draft agendas, assemble materials, take and distribute minutes when requested, track action items, and provide follow-up to ensure timely completion.
• Provide administrative support to the Board of Directors and assigned committees, including scheduling, meeting preparation, minutes, document management, and coordination with Board members.
• Draft, edit, proofread, and format high-quality correspondence, reports, presentations, and other materials on behalf of the CEO; manage version control and approvals.
• Support executive initiatives by coordinating workplans, timelines, meeting cadences, and status updates; track deliverables and escalate risks/constraints appropriately.
• Assist with grant coordination activities as assigned, such as maintaining grant calendars and files, supporting application and reporting timelines, compiling required attachments, and coordinating internal data/document requests with program and finance teams.
• Support external communications by coordinating outreach, scheduling, briefing materials, and follow-up with legislators, agency partners, and other key stakeholders on behalf of the CEO; maintain accurate contact lists and interaction logs as appropriate.
• Maintain organized electronic and paper filing systems; gather, enter, and update data to support records, reporting, and efficient retrieval of information.
• Coordinate day-to-day administrative and operational needs for the CEO’s office, collaborating with internal departments to resolve issues and ensure smooth workflows.
• Supervise and support the Administration Building Administrative Assistant; provide back-up support and fill in as needed (e.g., phones, reception, and processing mail) to ensure continuity of front office and administrative operations.
• Enhance professional growth and development through participation in educational programs, current literature, in-service meetings, and workshops.
• Perform other job-related duties as assigned.

Requirements

MINIMUM EDUCATION AND EXPERIENCE

• High school diploma or GED required.
• Bachelor's or master's degree preferred; equivalent combination of education and experience considered.
• Three to five years of progressively responsible executive administrative experience supporting senior leadership; experience supporting a CEO and/or Board of Directors strongly preferred.
• Experience coordinating projects, timelines, and cross-functional stakeholders; nonprofit, healthcare, public sector, and/or grant-funded environment experience a plus.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED

• Exceptional organizational skills with the ability to establish priorities, manage competing deadlines, and proactively solve problems.
• Excellent verbal and written communication skills, including the ability to draft polished correspondence and briefing materials.
• Demonstrated ability to manage complex calendars, schedule meetings, and coordinate travel logistics with attention to detail.
• Strong judgment and the ability to handle sensitive and confidential information with discretion and professionalism.
• Ability to coordinate meeting workflows end-to-end (agendas, materials, minutes, action items, and follow-up) for executive and Board settings.
• Project coordination skills, including tracking deliverables, maintaining workplans, and communicating status updates to stakeholders.
• Ability to support grant-related coordination tasks (calendaring, documentation, internal follow-up, and report assembly) with high accuracy and timeliness.
• Experience working with external stakeholders (e.g., community partners, agency contacts, and legislators) and maintaining professional relationships.
• Proficiency with Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams) and comfort learning new systems quickly.
• Ability to gather, organize, and analyze basic data and produce clear reports and summaries.

PHYSICAL CHARACTERISTICS/WORKING CONDITIONS

This position contains diverse demands and priorities. There are frequent opportunities to relax from any physical exertion, change position in work activities, or break from computer application tasks.

• Physical Effort and Dexterity: Good dexterity to operate personal computers and office equipment. Occasional lifting and carrying related to office duties. 
• Machines, Tools, and Equipment Required to be Operated: Can use office machines and personal computers for word processing, data entry, and spreadsheet applications.    
• Visual Acuity, Hearing, and Speaking: Must be able to read a computer monitor and outputs accurately. Must be able to communicate clearly and accurately for work and safety compliance.
• Environment/Working Conditions: Work is mostly inside an office in a controlled environment. Normal office safety precautions and practices are required. The position requires travel throughout the Albuquerque metropolitan area. Work is regularly scheduled Monday-Friday, although weekends and evenings may be required to meet with members of the Board of Directors and meet deadlines. Fixes asset inventory may require bending, squatting, or lifting.       

This description lists the major duties and requirements of the job and is not all-inclusive. Applicants may be expected to perform job-related duties other than those in this document and may require specific knowledge and skills.