The Executive Assistant provides executive administrative and secretarial support to the Chief Executive Officer (CEO),the Chief Operating Officer (COO), the executive team and the Board of Directors in a timely and professional manner. This position also handles and facilitates various business processes and projects on behalf of the CEO, COO and Board of Directors, and senior management team.
KEY ROLES AND RESPONSIBILITIES
KEY ROLES AND RESPONSIBILITIES
- Welcomes guests and vendors by greeting them in a professional manner, in person and on the telephone; answering, screening or directing inquiries.
- Independently, researches, gathers, assembles and summarizes confidential executive information.
- Maintains files, records, notebooks and reports, including the addition to or deletion of files, such as policies and procedures and sending appropriate files to retention.
- Maintains and arranges executives’ appointment schedule by planning and scheduling meetings, conferences, teleconferences, travel, lodging, etc.
- Disposes of agency office details within scope of authority.
- Produces letters, memoranda, and routine correspondence for the CEO or other directors as requested.
- Provides information regarding policies and procedures to agency staff as requested
- Prepares information for Board meetings, takes and maintains minutes, and manages the paperwork necessary to assist them in their duties.
- Maintains copies of all current contracts, standards and licenses.
- Assists in external audit preparation.
- Maintains and ensures accuracy of all forms on the Server
- Coordinates all mandatory in-service trainings and prepares all training materials
- Maintains a list of current employees with their required training and documentation.
- Takes and maintains minutes for various meetings.
- Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies.
- Ensures that counselor credentials are up to date and documentation is in the Clinical Service Manual.
- Performs other duties as assigned.
QUALIFICATIONS AND COMPETENCIES
- High school diploma required. Some college preferred.
- Three years of experience in technical clerical work or equivalent combination of training and experience.
- Must possess good organization skills, attention to detail, and manage time efficiently.
- Must exhibit skills as a self-starter who requires minimal direction, who is friendly, cooperative, positive and can field assignments from the staff in a professional manner.
- Required software capabilities include but are not limited to Microsoft Office Word, Outlook, Excel, Microsoft Access, Adobe Acrobat and PowerPoint.
- Advanced knowledge of office procedures and machines, including, computer, copier, printer, fax machine, scanner, etc. Ability to learn and use unfamiliar computer software.
- Considerable knowledge of business English and spelling.
- Ability to communicate effectively both orally and in writing.
- Ability to recognize signs and symptoms of withdrawal from alcohol and other drugs, to communicate and document clearly in the client record, and to appropriately and accurately assess client needs.
- Ability to understand and follow quickly and accurately brief oral and written instructions on complex matters.
- Ability to collect, analyze, and accurately interpret information and data for the compilation of reports and studies.
- Understanding of the art of excellent customer service and the willingness and ability to practice this art daily.
- Must be able to work in the office environment and around other people.
- Has ability to perform other duties as assigned by management.
- A valid Drivers’ License is required.
Requires running errands, walking, bending, stooping, stretching, and carrying and lifting objects (up to twenty pounds). Requires finger dexterity for keyboarding, visual skills for reading and clear verbal skills for communicating over the telephone and in person.
ACCESS TO CONFIDENTIAL INFORMATION:
This position will frequently come in contact with client and personnel files, financial documents and other confidential information.
This is a non-management position
This is a full time position
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