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Careers with Institute for Medical Quality



TITLE:                         Executive Assistant

DIVISION:                  Institute for Medical Quality                LOCATION:                            SF

REPORTS TO:             President and CEO                               EXEMPTION STATUS:           Exempt

This job description reflects the general nature of the job.  It is not intended to be all inclusive.


The Executive Assistant reports to the CEO and provides support to the Institute, including office operations and direct support for the President and CEO and Board of Directors. Coordinates with other IMQ program staff.


          Provide support to Board of Directors, including drafting meeting minutes

          Coordinate all logistics of the Board of Director meetings: organize , print, and distribute electronic and hard copy materials for the Board meeting.

          Provide administrative and clerical support to President & CEO, including maintaining calendar, setting up appointments/meetings, preparing meeting materials, and conducting periodic research and information retrieval

          Work with IT vendor to assure that computers and software meet the needs of all employees; serve as liaison between staff and  IT provider to solve miscellaneous IT and phone issues

          Serve as a liaison with CMA Finance Department and monitor IMQ cash flow/ financials

          Complete check requests, expense reports, bank deposits; reconcile company credit card monthly

          Manage AP/AR in QuickBooks. Assist in coding funds to the proper accounts, monitoring and tracking expenditures, and providing financial reports. Serve as resource to staff regarding Quick Books software, ensuring consistent reporting

          Assist with the organization and production of the yearly budget  

          Answer main phone line, respond to routine requests for information, and refer inquiries to appropriate staff

          Order supplies and monitor inventory; restock supplies as needed

          Negotiate and contract with various supply and service entities   

          Coordinates communication regarding office operations and provide orientation and training for new staff. Review established office practices & procedures and recommend, when appropriate, new operating procedures

          Coordinate and oversee equipment maintenance and repair

          Update IMQ website as needed

          Maintain a detailed filing system

          Maintain master calendar of  IMQ’s activities and weekly schedule of staff activities

          Other duties as assigned by the President & CEO


Extensive contact with physicians, health care professionals and the general public responding to telephone and written inquiries.  Regular contact with other persons within the Institute and the CMA on routine matters and special projects.


          Associate’s or bachelor’s degree preferred

          Three years or more in an executive, finance, or related assistant role

          Strong critical thinking skills with proven attention to details

          Ability to establish and maintain effective on-going working relationships

          Ability to organize and prioritize work and information efficiently and effectively

          Ability to communicate effectively in oral and written communications

          Thorough knowledge of office practices and procedures, and ability to recommend and implement ways to enhance efficiencies

          Pleasant telephone demeanor

          Advanced proficiency in MS Office skills including Outlook, Word, Excel, and PowerPoint

          Knowledge of Quick Books and basic bookkeeping policy and procedures

          Ability to negotiate and communicate with outside entities

          Discretion in handling confidential information

          Ability to train administrative staff

          Works with minimum supervision

          Ability to update website


Works under the general direction of the President & CEO following established policies and procedures


Personal Computer, multi-line telephone, copier, fax, scanner, printers, and postage machine


Normal clerical requirements