Executive Administrator

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About Finger Lakes Community Health:

Finger Lakes Community Health (FLCH) was founded in 1989 with an original mission of serving the region's agricultural workers by linking individuals to area resources and providing essential health services. In 2009 the organization expanded to become a Federally Qualified Health Center (FQHC), serving patients of all incomes, ethnicities and walks of life. Over the last decade, FLCH has grown to provide medical, dental, and behavioral health services to over 28,000 patients at eight health centers. With over 200 employees we strive to provide high-quality and innovative health care services to the Finger Lakes Region.

Benefits Offered:

Monday through Friday schedule, closed all major holidays

Dental, Vision, and Life insurance

Safe Harbor 3% 401k contribution

Robust PTO offerings 

Education reimbursement 

Job Summary

The Executive Administrator provides senior-level administrative and project management support to the Chief Executive Officer and executive leadership team. This role ensures effective coordination of executive priorities, organizational initiatives, and leadership communication. The Executive Administrator supports executive oversight of grants, governance, and strategic projects while maintaining high standards of discretion, organization, and follow-through in a complex healthcare environment.

This position can be based in Sodus, NY, Geneva, NY, or Penn Yan, NY, and will initially require full-time on-site presence. 

Main Responsibilities 

Executive Support & Operations

Provide direct administrative support to the CEO, including calendar management, correspondence, meeting coordination, and preparation of executive materials.

Serve as a strategic gatekeeper for the executive office, ensuring appropriate routing of requests, communications, and issues.

Develop briefing documents, reports, presentations, and summaries to support executive decision-making.

Support preparation for external meetings, community engagements, and leadership events, including briefing materials and follow-up coordination.

Manage sensitive and confidential information with professionalism and discretion.

Anticipate executive needs and support efficient day-to-day operations of the executive office.

Executive Project Management

Coordinate and support executive-level projects and organizational initiatives across departments.

Track project timelines, deliverables, and follow-up items related to executive priorities.

Track executive meeting decisions, action items, and follow-up to ensure timely completion and accountability.

Prepare project updates and documentation to support executive oversight and accountability.

Support planning and execution of strategic initiatives as directed by executive leadership.

Executive Communication & Coordination

Facilitate communication between the CEO and executive leadership to support alignment and timely follow-through.

Coordinate with department leaders to gather information, updates, and reports required for executive oversight and strategic planning.

Coordinate executive team meetings, including agendas, materials, action items, and follow-up.

Serve as a point of coordination for executive-level communication and information flow.

Grant & Contract Coordination

Maintain organized records of grant submissions, awards, agreements, and reporting requirements.

Track grant timelines, reporting deadlines, and documentation needs.

Coordinate with finance, compliance, and program leadership to gather required grant-related materials.

Support executive oversight of grant commitments and deliverables.

Board & Governance Support

Assist with the preparation and coordination of Board of Directors materials, agendas, and meeting documentation.

Maintain organized governance records and support executive reporting needs.

Support compliance with applicable governance and regulatory requirements.

Documentation & Process Improvement

Maintain organized systems for executive documents, contracts, policies, and strategic materials.

Identify opportunities to improve administrative systems, executive workflows, and document management processes to increase efficiency.

Assist with preparation for audits, reviews, and regulatory reporting as requested.

Support special projects and organizational initiatives as assigned.

Other Duties as Assigned

Perform additional responsibilities as needed to support executive leadership and organizational effectiveness.

Education & Qualifications:

Bachelor’s degree required in Business Administration, Public Administration, Healthcare Administration, or a related field.

Experience

5+ years of progressive executive administrative, project coordination, or senior administrative experience.

Experience supporting executive leadership in a complex, multi-department environment.

Experience in healthcare, nonprofit, or FQHC settings preferred.

Skills & Competencies

Strong project coordination and organizational skills with attention to detail.

Excellent written and verbal communication skills.

Ability to exercise sound judgment in a fast-paced executive environment.

High level of discretion, professionalism, and follow-through.

Ability to handle sensitive organizational matters with confidentiality and professionalism.

Ability to manage competing priorities and work independently.

Proficiency in Microsoft Office and document management systems.

Physical Requirements:

Sitting/Standing: Prolonged periods of sitting.

Computer Use: Frequent typing and prolonged screen time.

Light Lifting: Regularly lifting or carrying items weighing 10 pounds

Visual: Clear vision for reading and inspections.

Hearing Clarity: Ability to hear conversations in person or in virtual communications.

Noise Sensitivity: Work may require filtering background noise to focus on speech or signals.

OSHA Level 3