Summary

In support of the functions of the Executive Office, this position performs executive level administrative duties for the Chief Advocacy Officer (CAO) and Chief Financial Officer (CFO).  Primary duties include supporting board operations for the Hospice Action Network (HAN) and other boards as needed, scheduling, coordinating meeting logistics, and handling information requests.  Other duties include supporting the initiatives of the Executive Office including the Speakers Bureau, Committees and Councils, and supporting special projects for the Office of the CAO.  

Essential Duties and Responsibilities include the following.  Other duties may be assigned.

• In coordination with other Executive Office staff members, provides executive level administrative support to the CAO and the CFO.
• Performs a wide variety of executive administrative duties which include support for all aspects of board operations for HAN including: preparing agendas; recording minutes; maintaining rosters; preparing and distributing materials for board activities; scheduling board meetings and other meetings with board directors; facilitating the duties of the elected officers; coordinating nominations and appointments; coordinating the orientation of new directors and officers and maintaining communication with board directors.  Other duties include, completing expense reports, maintaining corporate records, coordinating travel and meeting logistics, and handling information requests. 
• Communicates effectively with staff in support of the activities of the CAO, CFO, Leadership Team and Board of Directors in support of the mission/vision of all organizations.
• Records minutes at various other meetings, such as Committee and Council meetings, as well as taking notes at internal meetings, as needed.
• Coordinates with the executive office and internally to plan for Board meetings and other meetings as needed.
• Maintains databases and records as needed.
• Manages and completes a variety of special projects for the CAO with a hands-on approach.
• Prioritizes conflicting needs; handles issues expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Works closely and effectively with the CAO to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the CAO updated.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CAO, including those of a sensitive or confidential nature.
• Performs a wide variety of administrative duties which include support for the Joint Finance and Audit Committee including preparing agendas; recording minutes; maintaining rosters; preparing and distributing materials for committee activities—both financial and budget materials; scheduling committee meetings; coordinating new committee member appointment letters and maintaining communication with committee Chairs, including those of a sensitive or confidential nature.
• Assist with facilitating CFO Team meeting schedules, gathering relevant materials for discussion and review; and various supporting duties as assigned.