Executive Assistant Job at Range Mental Health Center in Virginia

Job Title: Executive Assistant

Job Classification: Exempt

Supervisor: Director of Administration

Status: Full-time

Location: Virginia MN (hybrid and other location sites)

Pay Band: $45,760.00-$64,480.00 (Pay band 4) BOE

Benefits: Including but not limited to: Medical, Dental, Life, 401k, PTO

Position Summary:

The Executive Assistant supports the work of the CEO, as well as the team of Directors. Tasks are varied but may include such things as: clerical functions; conducting research and organizing information into reports; preparing presentations; organizing, updating and maintaining employee data, making travel arrangements; greeting guests; working on special projects and assisting at agency functions.

Essential Functions:

1. Answering phones, scheduling meetings, managing mail and correspondence for Executive and Senior leadership.
2. Conducting research, organizing information, generating reports for Executive and Senior leadership.
3. Filling and retrieving documents, records and reports for Executive and Senior leadership as requested.
4. Helping to prepare grants as for Executive and Senior leadership as requested.
5. Preparing presentations, producing PowerPoint slides and other support materials for Executive and Senior leadership as requested.
6. Utilizing discretion and maintaining confidentiality when handling sensitive agency, employer, employee and / or client information
7. Managing correspondence, making copies, sending/receiving faxes, scanning documents.
8. Assist in creating forms, writing communications and policy and procedures for Executive and Senior leadership as requested.
9. Manage central purchasing for RMHC as an agency.
10. Works on and assists with special projects/events or additional duties as assigned by Executive and Senior leadership
11. Arrange travel accommodation as requested by Executive and Senior leadership for agency employees.
12. Greeting guests, arranging for water, coffee, or food as appropriate.
13. Performs other related duties as assigned

In this role, you are responsible for driving to the following outcomes & results:

• Calendar Management: Efficiently manage and coordinate Executive and Senior leadership calendars, scheduling meetings, appointments, and travel arrangements as requested.
• Communication Handling: Screen and prioritize emails, phone calls, and other correspondence, ensuring timely and appropriate responses.
• Meeting Coordination: Organize and prepare for meetings, including drafting agendas, taking minutes, and following up on action items as requested. .
• Document Preparation: Create, edit, and proofread documents, reports, presentations, and other materials as needed as requested.
• Confidentiality Maintenance: Handle sensitive information with the utmost discretion and always maintain confidentiality.
• Relationship Management: Serve as a liaison between the executive and internal/external stakeholders, fostering strong professional relationships. Manage central purchasing for RMHC as an agency

Qualifications/Competencies/Skills:

• Excellent Communication: Superior verbal and written communication skills to interact effectively with diverse audiences.
• Organizational Skills: Strong ability to multitask, prioritize, and manage time efficiently to handle various responsibilities.
• Attention to Detail: Keen eye for detail to ensure accuracy and quality in all tasks, from scheduling to document preparation.
• Problem-Solving Skills: Ability to anticipate needs, identify potential issues, and implement effective solutions.
• Interpersonal Skills: Strong interpersonal skills to build and maintain relationships with stakeholders at all levels.
• Confidentiality: High level of integrity and discretion in handling confidential information.

Education and Experience:

• Associate or Bachelors Degree in business administration or 5 years' relevant experience as an Assistant.
• Minimum three years' experience in general office responsibilities and procedures.
• Proficient in Microsoft Office Suite-Word, Excel, PowerPoint, and other programs.

Physical Standards:

• Ability to lift 15 pounds.
• Ability to climb stairs.
• Ability to sit for long periods at a desk, operate a keyboard

EOE/AA

Salary Description

$45,760.00-$64,480.00 (Pay band 4) BOE