Executive Assistant

 Who We Are
Cedar Valley Hospice is the premier hospice agency serving 15 counties with offices in Waterloo, Grundy Center, Independence, and Waverly. At Cedar Valley Hospice you will work with the best team of clinicians, administrative staff and managers, utilizing highly regarded practices to provide optimum customer service to our patients and their families. As a not-for-profit organization, we believe “compassionate care” is not just a phrase spoken, but rather a way of living and working every day to help support clients and their families. Our mission exemplifies the organizations focus on providing the best care possible for clients at home or wherever they reside.

Job Summary
We are currently seeking a highly organized and proactive Executive Assistant to support the Executive Director of Cedar Valley Hospice. This role is pivotal in ensuring seamless daily operations, enabling the Executive Director to focus on strategic initiatives that enhance our mission of providing compassionate end-of-life care. The ideal candidate will possess excellent communication skills, discretion, and the ability to manage multiple priorities in a fast-paced healthcare environment.

Overview
Job Title: Executive Assistant
Location: Waterloo, Iowa
Position Type: Full time (1.0 FTE)
Hours: Monday - Friday, 8:00am-4:30pm
Reports to: Executive Director
Benefits: Cedar Valley Hospice provides an excellent benefit package including: a family friendly work environment, generous paid time off, and quality benefit options including a 401k plan. Public service loan forgiveness (PSLF) eligible employer. 

Responsibilities
 
Executive Support

• Manage and coordinate the Executive Director’s calendar, scheduling meetings, appointments, and travel arrangements.
• Prepare and organize meetings, including agenda development, minutes, and follow-ups.
• Assist in drafting and proofreading correspondence, reports, contracts, presentations, and other documents.
• Act as a gatekeeper, handling confidential communications and prioritizing tasks.
• Monitor all licensing and contractual renewals and requirements and ensure timely completion.
• Assists Executive Director in managing and communicating meeting agendas, managing project deadlines and progress.

• Manages board member communications.
• Coordinate and schedule all board and committee meetings, prepare meeting packets, and record minutes.
• Assist in the preparation of reports and presentations for the board and leadership team.
• Attends assigned meetings/committees on a regular basis to provide documentation/meeting minutes.
• Track action items and follow up to ensure timely completion.

• Maintains lists for mailing, phone numbers and committee rosters for employees and board/committee members.
• Maintains and updates records, contracts, policies, procedures, forms, and administrative files as needed.
• Takes ownership of coordinating food, meeting locations, etc. for meetings as requested.
• Serves as back-up to the Receptionist by responding to incoming telephone calls in a friendly manner, answering routine questions, routing calls and recording messages.
• In the absence of the Receptionist, greets visitors and clients in a friendly and helpful manner, providing assistance as needed. Rotates with other office staff to serve as receptionist as needed.
• Oversee special projects and initiatives as assigned by the Executive Director.

• Bachelor’s degree in Business Administration, Nonprofit Management, or a related field preferred.
• 3+ years of experience in executive-level administrative support, preferably in a nonprofit or healthcare setting.
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other administrative software.
• Exceptional organizational and time management skills with the ability to prioritize effectively.
• Excellent written and verbal communication skills.
• Ability to handle sensitive and confidential information with discretion.
• Positive attitude and team player.
• Current Iowa driver’s license, reliable vehicle, and car insurance.

• Ability to move 25lbs with or without accommodation.
• In an 8-hour day, employee may remain in a stationary position 3-7 hours and move about inside CVH site offices/locations, meeting spaces, and client residences 1-5 hours (or vice versa).
• Employment at Cedar Valley Hospice requires being fully vaccinated for COVID-19 (Boosters are not required) OR have an approved request for reasonable accommodations for a medical, pregnancy, or religious reason, by the start date.
• Pre-employment/post-offer physical, TB, and drug screen required.