EXECUTIVE ASSISTANT Job at Alternatives in Treatment LLC in West Palm Beach

POSITION FUNCTION/OVERVIEW:

The purpose of this position is to provide executive support to the CEO in a one-on-one working relationship. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the CEO. Serve as a liaison to the board of directors and senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects.

PRIMARY DUTIES/RESPONSIBILITIES:

• Promote the mission, values and vision of the organization.

• Provide excellent customer service for patients and clients; practices confidentiality and privacy protocols in accordance with HIPPA requirements.

• Maintain adherence to HIPPA requirements with all communication and correspondence.

EXECUTIVE SUPPORT:

• Completes a broad variety of administrative tasks for the CEO including: managing an extremely active calendar of appointments; composing and preparing correspondence that is sometimes confidential; arranging of travel plans, itineraries and agendas; and compiling documents for travel related meetings.

• Plans, coordinates and ensures the CEO’s schedule is followed and respected.

• Provide a bridge for smooth communication between the CEO’s office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.

• Builds relationships which are crucial to the success of the organization, and manages a variety of special projects for the CEO.

• Successfully completes critical aspects of deliverables, including drafting acknowledgment letters, personal correspondence and other tasks that facilitate the CEO’s ability to effectively lead the company.

• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.

• Handle miscellaneous personal support to the Executive Team to ensure time and attention can remain focused on corporate needs.

QUALIFICATIONS REQUIRED:

• High School Diploma or GED equivalent, required; Associate’s Degree or Bachelor’s Degree in Business Administration or related field, preferred.

• Minimum of two (2) years of relevant, progressive management or Executive Assistant experience is preferred – ideally within the behavioral healthcare or human services related industry.

• Working knowledge of DCF and Joint Commission regulations.

• Relevant computer software and hardware applications proficiency – Word, Excel, PowerPoint, payroll processing applications (i.e. ADP, Paychex, etc.), HRIS applications.

• Critical thinking skills, decisive judgment and the ability to work with minimal supervision.

SKILLS:

• Strong communication skills, both written and verbal; ability to communicate effectively with executive management team, directors, administrative staff, employees and volunteers.

• Ability to work independently, manage multiple tasks, and set priorities.

• Must be able to make decisions in a fair and unbiased manner.

• Ability to research, evaluate and analyze techniques, methods and procedures as they pertain to human resources.

• Ability to handle highly sensitive and confidential information; high level of confidentiality.

• Excellent interpersonal and customer-facing skills.

• The ability to work accurately, with attention to detail.