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General Statement of Duties

The Executive Coordinator provides high-level administrative, organizational, and governance support to the Chief Executive Officer and serves as a key liaison between the CEO and internal and external stakeholders. This position manages the CEO’s schedule, communications, priorities, and meeting preparation to support effective use of the CEO’s time and advance organizational priorities. The Executive Coordinator also provides administrative support to the Executive Team and Senior Leadership Team; coordinates Board of Directors activities and governance documentation; manages key organizational records and processes; and oversees designated administrative and facility functions. The position requires exceptional judgment, discretion, organization, communication, and the ability to manage multiple priorities and confidential matters in a complex healthcare environment.

Supervision Received: Reports to the Chief Executive Officer.

Supervision Exercised: None.

Key Accountabilities

1. Executive Support to the Chief Executive Officer

• Manages the CEO’s calendar, schedule, meetings, travel, expense reporting, and related activities to ensure effective and strategic use of the CEO’s time.
• Prioritizes and coordinates internal and external meeting requests, communications, and commitments involving the CEO.
• Prepares agendas, briefing materials, presentations, background information, and other materials for meetings and engagements involving the CEO.
• Reviews and helps coordinate the CEO’s communications and ensures timely follow-up and responses to inquiries and requests.
• Drafts correspondence, documents, presentations, and other materials on behalf of or in support of the CEO.
• Conducts research and gathers information to support organizational initiatives, program development, decision-making, and special projects.
• Maintains awareness of outstanding projects, deadlines, commitments, and follow-up items; proactively identifies issues and recommends solutions or next steps.
• Provides support to the CEO on confidential and sensitive personnel, governance, operational, and organizational matters.

2. Executive Team and Senior Leadership Support

• Provides administrative and coordination support to the Executive Team and Senior Leadership Team to facilitate effective communication, decision-making, and follow-through.
• Coordinates meeting schedules, agendas, materials, minutes, travel, and other logistics as assigned.
• Coordinates organizational contract execution processes and maintains the agency's centralized contract repository and records.
• Provides administrative support related to confidential, regulatory, licensing, insurance, fiscal, and other organizational matters.
• Coordinates regular and special leadership meetings, including scheduling, agenda development, preparation and distribution of materials, meeting minutes, and follow-up.
• Coordinates or supports special projects and cross-functional organizational initiatives as assigned.
• Ensures applicable documentation, reports, files, and organizational records are accurately prepared, maintained, and processed in a timely manner.
• Tracks action items and key deliverables resulting from Executive Team and Senior Leadership meetings and assists with appropriate follow-up.
• Works with ET and SLT to ensure timely completion and distribution of agency reports such as financial reports, PIQA reports, operations reports, and north stars. 

3. Board of Directors and Governance Support

• Serves as the primary administrative liaison between the CEO and the Board of Directors.
• Coordinates Board and Board committee meetings, including scheduling, meeting logistics, agendas, materials, minutes, and follow-up activities.
• Attends Board and committee meetings as assigned and prepares accurate meeting minutes and records.
• Works with the CEO and Executive Team to prepare Board reports, presentations, Board Books, and other governance materials.
• Maintains current and accurate Board records, including rosters, committee assignments, governance matrices, charters, policies, meeting records, and other relevant documentation.
• Coordinates routine communications with Board members and provides administrative support for Board activities as needed.
• Tracks action items and follow-up responsibilities arising from Board and committee meetings.
• Supports Board onboarding, orientation, meeting preparation, and other governance activities as assigned.

4. Administrative Operations and Facility Coordination

• Coordinates designated administrative functions that support efficient organizational operations.
• Serves as the primary administrative contact and coordinator for the Routt County office space, including welcoming visitors, coordinating office supplies, addressing printer/copier needs, submitting and following up on facility work orders, and supporting office meetings and gatherings.
• Represents the administrative team on cross-functional organizational committees and initiatives, such as employee engagement and social engagement activities.
• Coordinates administrative oversight of the Rollingstone Respite House, working proactively with Facilities and other departments to ensure the property is clean, presentable, safe, and ready for use.
• Coordinates use of the upstairs tenant space at the Rollingstone Respite House, including tours, communications, agreements, scheduling, and notification of appropriate internal teams.
• Coordinates the agency's interoffice mail collection and distribution process.
• Identifies opportunities to improve administrative processes, systems, communication, and organizational efficiency.

5. Organizational Culture, Confidentiality, and Professionalism

• Demonstrates and promotes Northwest Colorado Health's mission, values, and commitment to equitable access.
• Works collaboratively with the CEO and organizational leaders to foster a positive, accountable, high-integrity, and success-oriented organizational culture.
• Serves as a professional representative of the CEO and Executive Team in interactions with employees, Board members, clients, donors, community partners, consultants, vendors, and other stakeholders.
• Exercises a high degree of discretion, judgment, and confidentiality when handling sensitive organizational, personnel, financial, governance, and stakeholder information.
• Demonstrates exceptional professionalism, responsiveness, communication, and customer service in all internal and external interactions.
• Builds effective working relationships across departments and organizational levels and supports a collaborative, service-oriented work environment.

This description of responsibilities is intended to provide the essential functions of the position. Additional responsibilities may be added, as appropriate.

Education:

High school graduate or equivalent required. College degree in communications, healthcare, or like field preferred.

Experience:

1. Previous experience providing administrative or executive-level support in a professional office environment required.

2. Proficiency with Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, and other business technology required.

3. Minimum of two years of experience in administrative support, customer service, communications, or a related professional role preferred.

4. Experience coordinating multiple projects, priorities, and deadlines in a fast-paced environment preferred.

5. Experience supporting executive leadership, senior leadership teams, or a Board of Directors preferred.

6. Knowledge of Northwest Colorado Health programs and services and/or experience working in a healthcare or nonprofit environment preferred.

Requirements:

1. Valid Colorado driver's license and ability to travel locally as needed to attend meetings, support organizational activities, and perform job-related responsibilities.

2. If a personal vehicle is used for agency business, must provide proof of automobile insurance coverage totaling at least $300,000.

Skills:

1. Exceptional organizational, administrative, and time-management skills.

2. Strong attention to detail and commitment to accuracy.

3. Excellent written and verbal communication skills, including the ability to communicate professionally with executive leadership, Board members, employees, community partners, donors, vendors, and other stakeholders.

4. Strong interpersonal and customer service skills with the ability to build positive and professional working relationships.

5. Strong technology skills, including proficiency with Microsoft Outlook, Word, Excel, PowerPoint, Adobe applications, database systems, and other business technology.

6. Strong project and task management skills, including tracking deadlines, deliverables, and follow-up activities.

7. Demonstrated discretion and sound judgment when handling confidential and sensitive information.

Knowledge:

1. Knowledge of professional administrative systems, practices, and procedures.

2. Knowledge of executive office operations, organizational processes, and records management.

3. Understanding of Board governance and nonprofit organizational structures preferred.

4. Understanding of philanthropy, community partnerships, and stakeholder relations preferred.

5. Knowledge of Northwest Colorado Health programs and services and the communities served preferred.

Abilities:

1. Ability to independently organize, prioritize, and manage multiple responsibilities and competing deadlines with a high degree of accuracy.

2. Ability to anticipate needs, identify issues, exercise sound judgment, and take appropriate action with limited direction.

3. Ability to effectively support and coordinate priorities for the CEO, Executive Team, Senior Leadership Team, and Board of Directors.

4. Ability to exercise discretion and maintain confidentiality when working with sensitive personnel, financial, governance, organizational, and stakeholder information.

5. Ability to communicate and interact professionally and effectively with employees, Board members, community members, donors, partners, vendors, and other internal and external stakeholders.

6. Ability to work independently while collaborating effectively across departments and organizational levels.

7. Ability to adapt to changing priorities, manage interruptions, and remain organized and responsive in a fast-paced environment.

8. Ability to provide a high level of customer service and represent the CEO, Executive Team, and organization in a professional and positive manner.

9. Ability to travel locally as needed to attend meetings and perform job-related responsibilities.

Equipment:

1. Equipment includes multi-line phone system, fax, copy machine, typewriter, shredder, postage meter, and computer.

Working Conditions:

1. Job involves sitting for 80% of work day, excluding breaks and lunch.  Rest of time is spent standing, reaching, or bending to retrieve various charts etc.

2. This position meets the criteria for Category 3 of OSHA's guidelines for exposure to biohazards.

This description is intended to describe the essential job functions and the essential requirements for the performance of this job.  It is not an exhaustive list of all duties, responsibilities and requirements of a person so classified.  Other functions may be assigned and management retains the right to add or change the duties at any time.

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