Executive Assistant to CEO

The Executive Assistant will be responsible for the administrative and organizational management of the CEO’s office. The ideal candidate will be experienced in handling a wide range of administrative and executive support related tasks, will be exceedingly well organized and flexible, and will enjoy the administrative challenges of supporting a small office of diverse people and programs. This individual must be able to function effectively in a variety of roles within a dynamic environment under minimum supervision.

This position requires frequent communication and coordination with management, county and state officials, stakeholders, and clients.

Key Responsibilities

· Assist the Chief Executive Officer with daily schedule and duties, to include managing calendar, commitments, and travel arrangements (planning itineraries, developing agendas and meeting materials, reporting expenses, etc.)

· Coordinate DBHDS/DMAS Audits – Including but not limited to reporting, presentation and audit logistics

· Serve as liaison with external agencies, private, state and federal

· Manages CalendarWiz, Practical Health, Office Duties, Human Resource files

· Provide general administrative support to the Team to include.

· Receiving and interacting with clients and staff.

· Answering and managing incoming calls.

· Maintaining paper and online records and defining procedures for their retention and retrieval

· Arranging meetings and conference calls (including coordinating all meeting logistics, developing agendas and meeting materials, etc.)

· Drafting correspondence and presentations.

· Recording, transcribing, and distributing notes/minutes of meetings; and

· Providing other daily support to staff as needed.

Perform general office/facilities management duties to include:

· Managing inventory of office supplies, ordering additional supplies as needed and ensuring that costs are appropriately managed.

· Planning space allocations, layouts, and floor moves as required; arranging for and supervising building maintenance; and

· Maintaining office facilities and equipment by assisting with procurement and routine maintenance and upkeep.

Assist with various payroll and human resources functions to include:

· Entering new employees into the payroll system

· Maintaining required and voluntary payroll deductions in the payroll system

· Perform initial processing of semi-monthly payroll, including time sheet review

· Running supplemental payroll reports as needed

· Posting position openings to job sites and managing flow of incoming candidate applications

· Maintaining human resources files in accordance with laws, regulations, and established standards.

Skills and Experience

· 5+ years of solid administrative experience in an office setting.

· Associates Degree from an accredited college or university; Bachelors preferred.

· Prior experience with Human Service and/or non-profit organizations business environment (prefer]

· Excellent verbal and written communications, networking, and presentation skills (in English)

· Excellent organizational skills and attention to detail

· Demonstrated ability to manage complex tasks and prioritize competing demands in order to meet deadlines

· Ability to Multitask in a fast paced, high volume organization.

· Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)

Competencies

The successful candidate must be:

· Committed to, and enthusiastic about, the mission and vision of the organization.

· A strategic thinker who is adept at multi-tasking in fast paced environment, able to plan, prioritize, and organize individual and group activities and processes

· Outgoing, straightforward, and creative

· Able to work independently and take initiative

· Results oriented

· An adaptable, flexible problem-solver

· Team-focused, enjoy working as part of an active group of highly engaged individuals, sharing information readily with co-workers, and listening to and respecting others; able and willing to assist co-workers in the development of their own professional skills in order to ensure the team’s success; and

· A person who presents a high degree of maturity, honesty, trust, sophistication, and integrity and cultivates these qualities in others.