Executive Support Manager

Siloam Health

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Job Summary

Employment status: Regular Full-Time, Salaried, Exempt
Hours per week: 40 Hours
Reports to: Chief Executive Officer

Our Mission

Siloam Health’s mission is to share the love of Christ by serving those in need through health care. Our patients come from more than 80 countries and speak over 50 languages. Siloam’s approach to medical care provides a unique, interdisciplinary model of whole-person health care that addresses the physical, social, emotional, and spiritual determinants of health. Our staff is anchored by a multicultural primary care team that serves alongside roughly 300 volunteer interpreters, doctors, nurses, and other licensed medical specialists each year to provide comprehensive health care to Nashville’s most vulnerable.

Job Responsibilities

What You’ll Do

The Executive Support Manager primarily supports the CEO, ensuring the CEO can focus on the organization’s strategic priorities and deliver on his/her responsibilities effectively and efficiently. 

The role requires a high level of maturity, forward-thinking, and self-discipline. The Executive Support Manager will be expected to operate with a high level of professionalism and be a skilled stakeholder manager. They will engage with staff and external stakeholders at all levels on behalf of the CEO and maintain excellent relationships with members of the Board. 

The person who thrives in this role will be highly organized, action-oriented, and detail-minded. They will also be comfortable working with a variety of digital tools, enjoy collaboration, and are committed to Siloam’s mission of sharing the love of Christ by serving those in need through health care. 

The role will report directly to the CEO, working closely with the Senior Leadership Team, and the Board.

Support for the CEO

• Manage the CEO’s organizational priorities, overseeing scheduling, meeting preparation, communicating agendas, and managing follow-up. 
• Implement and manage processes to track and communicate weekly, monthly, and quarterly priorities of the CEO.
• Manage the calendar and meeting schedules for the CEO. 
• Implement and manage systems and rhythms that optimize the CEO’s time and efficiency.  
• Research, prioritize, and follow up on incoming issues of concern to the CEO and determine the appropriate course of action, response, or referral.
• Monitor the CEO’s email inbox, responding to secondary issues and prioritizing communication that needs follow-up from the CEO.
• Ensure follow-up of the CEO’s meetings, including coordinating any action items and additional information needed. 
• Use excellent writing skills to communicate concisely and effectively on behalf of the CEO to Board members, donors, foundation staff, and others on a variety of matters.
• Work with the Chief Development Officer (CDO) to manage the CEO’s fundraising and donor priorities, including securing meetings, managing follow-up items, and priorities for fundraising events. 
• Ensure the donor CRM is updated on behalf of the CEO and maintain all external stakeholder records.
• Support weekly Senior Leader Team meetings by drafting agendas, managing follow-up action items, and strategizing quarterly with the CEO about meeting content. 
• Plan and coordinate logistics for Senior Leadership Team outings and team leadership development. 
• Oversee coordination of all reporting to the CEO from programs, projects, and departments, prepare pre-meeting briefings, undertake research, and ensure actions are completed. 
• Complete expense reports for CEO tracking receipts and other relevant documents.
• Work with the CEO, COO, and Executive Committee of the Board to manage the implementation and tracking of the strategic plan including managing a project document and collecting relevant updates as needed.
• Support the CEO to manage confidential matters effectively and ensure all communications are handled sensitively. 
• Launch and oversee special projects assigned by the CEO as needed 
• Performs other duties as assigned by the CEO

External Support for CEO, CMO, and CCHO

• Coordinate meetings with external stakeholders for both the Chief Medical Officer (CMO) and Chief Community Health Officer (CCHO), including drafting agendas and managing follow-up items. 
• Organize external appearances for the CEO, CMO, and CCHO including media, and events, and work with the appropriate staff to ensure briefings are prepared in advance.
• Coordinate travel arrangements and schedules for the CEO, CMO, and CCHO as needed

Board of Directors Management

• Perform and coordinate primary administrative and communication support for the CEO to the Board of Directors by organizing, preparing for, attending, and following up on all aspects of board and committee meetings in which the CEO regularly participates, both virtual and in-person (including some early mornings, occasional evenings, and a rare weekend).
• Schedule and plan meetings regularly for the CEO and Chair, collate agenda items and circulate documents as required. 
• Maintain, update, and adhere to board policies and bylaws, including advance distribution of relevant material before meetings.
• Coordinate and support the annual new board member orientation. 
• Support the Chair of the Board to lead the Board and executive committee meetings, produce accurate minutes, follow up on actions, and provide coordination support as required. 
• Manage the board’s digital drive.

Qualifications

Who We Are Looking For

• Passionate about Christian ministry to the underserved and in full agreement with Siloam’s mission and core values.
• Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail. 
• Skilled in organization and creating systems that maximize efficiency.
• Comfortable with exploring how AI can enhance efficiency. 
• Handle confidential information with discretion.
• Strong written and verbal communication skills.
• Demonstrated proactive approaches to problem-solving with strong decision-making capability.
• High level of proficiency in MS Office Suite, QuickBooks, SharePoint, Zoom, and Google Drive.
• Ability to work well with a diverse, multicultural team.
• Adherence to OSHA and confidentiality requirements.
• Willingness and ability to work remotely when necessary.

Additional Information

Benefits

How to Apply

Please visit our website at siloamhealth.org/careers to find the link to apply. 

Details

• Date Posted: October 3, 2024
• Type: Full-Time
• Job Function: Administrative
• Service Area: Health (Physical, Mental)
• Salary Range: $58,000 - $64,500
• Working Hours: 40 hrs/wk