Executive Administrative Assistant

White’s Residential and Family Services

JOB DESCRIPTION

Job Title:                              Executive Assistant

Qualifications:         This position requires a person with proven character traits and high moral and ethical standards in all 

                                        areas of their personal and professional life, serving as a high level ambassador for the organization at all times.  A bachelor’s degree and 3 years or more of executive level administrative support experience is preferred; more years of relevant experience will be considered a plus in lieu of a bachelor’s degree.  Strong interpersonal, organizational and time management skills are required and this person must have a demonstrated ability to provide support and be flexible in order to support an executive in his or her vast array of responsibilities.  Basic computer skills are necessary.  The ability to communicate effectively with individuals and groups and to plan events is essential.

Reports to:                            Chief Executive Officer (“CEO”)

Job Summary:                     The Executive Administrative Assistant will serve in many instances as the first face seen of the organization and has the responsibility of effectively communicating and facilitating correspondence and record-keeping for the CEO, as well as being an effective and respected conduit between the Executive Director’s office and the staff, Board, community, donors, and supporting organizations.  He or she must be adaptable and able to complement the work and skillsets of the CEO in order to support him or her in all endeavors; he or she will serve as the gatekeeper for the CEO and operate on his or her behalf with confidence when instructed and necessary.   Must demonstrate sensitivity to our service population’s cultural and socioeconomic characteristics and needs.

Basic Responsibilities:

1. Perform basic and advanced secretarial work on behalf of CEO:           

• Arrange and schedule, when appropriate, the travel and appointment activity of the CEO and Board or staff accompanying him or her.  Manage p-card reconciliation, expense reporting and reimbursement for the CEO.
• Prepare and manage correspondence for CEO’s office; open and sort the incoming mail, identifying matters of urgency and ensuring that an appropriate response is executed in a timely manner.
• Maintaining and managing the files for executive staff personnel records; ensure that expiration dates for professional licenses, performance evaluations, and other important qualifications or activities are managed and communicated proactively to maintain compliance among executive level staff.

II.            Serve as point person for the creation, assembly, timely distribution and filing of critical information relative to external bodies and contractual agreements on behalf of CEO:

• Work with appropriate leaders to obtain required documentation and information for licensing and other contractual agreements; organize and assemble paperwork using a critical eye to ensure accuracy and a high quality of work.
• Prepare reports and data essential to the work of the CEO and executive leadership team and in response to inquiries made by DCS, IARCA and other external constituents as appropriate and deemed necessary.
• Partner with the Development Office, Chief Financial Officer and Marketing and Communications staff to create newsletters, annual reports, general correspondence and/or mailings.

III.          Serve as key liaison and Secretary for Board of Directors:

• Communicate with Board members as needed and provide them with support as needed in order to make their service as seamless and convenient as possible.
• Oversee board report writing and submissions; organize and edit departmental reports and compile the comprehensive monthly Board report.
• Prepare for the Board meetings; arrange for snacks, reimbursements and other payments, room set up including conference call information, and prepare all support materials needed for the meetings.
• Serve as Secretary for the Board; take minutes at Board meetings and communicate as required afterward.

IV.          Provide Support for Internal Relations, Event Planning and Communications on Behalf of CEO:

• Communicate important organizational announcements and send other forms of personal recognition to staff on behalf of the CEO internally through email, Sharepoint, and other general mailings.
• Oversee the process of delivering flowers or other appropriate gifts and cards to hospitalized employees or in the event of death in the immediate family of an employee or Board member.  Ensure expenses are controlled according to an approved cost structure and that deliveries are timely.
• Serve as a member or in a leadership capacity on internal committees responsible for planning and hosting employee events and for planning other major events, such as White’s Open Door Dinner, retirement parties, and other events for internal and external constituents.

Skill, Supervision, Knowledge and Ability

-               Must be dependable, well organized, and an effective time manager.

-               Must have good verbal and writing skills.

-               Must have excellent computer skills.

-               Must be able to maintain professional boundaries and confidentiality.

-               Must be committed to the Mission, Core Values, and Vision of White’s Residential and Family Services.

Physical Demands of Position

-               Must be able to sit for extended periods of time.

-               Must be able to tolerate heavy typing load for long periods of time.

-               Must work well under the pressure of deadlines and stressful situations.

Working Conditions

-               Regular workdays will be 8:00 a.m. to 4:30 p.m., Monday through Friday.

-               Must be able to work outside of normal business hours through the week and on weekends on occasion and as needed to prepare for or attend events.