Executive Secretary Job at Family Services Association in Moreno Valley

Job Description

Executive Assistant

Salary: Full-Time/ Hourly w/benefits

Summary: The Executive Assistant provides high-level administrative support to the Vice President of Operations (VP of Ops) and supports the Operations Department. This role ensures smooth operational efficiency by coordinating schedules, managing communications, and handling administrative tasks for the department. The position will provide key support to ensure smooth execution of contract management, compliance, and accreditation processes, working closely with the Contracts and Compliance Manager to maintain accreditation standards and supports the Lead Contracts Billing Specialist with contract reimbursements. The successful candidate will be detail-oriented, organized, and able to communicate effectively across departments.

Primary Job Responsibilities:

1. Accreditation Support:

• Organize and maintain accreditation files and records
• Assist in the preparation and submission of accreditation applications and renewals
• Coordinate meetings, audits, and follow-up related to accreditation processes
• Track accreditation timelines and deadlines to ensure timely submissions to maintain accreditation requirements

1. Contract Billing Support:

• Assist with data entry, reporting, and tracking related contracts & billings
• Support in monitoring and maintaining an updated database of contract status and requirements
• Monitor billings schedules, ensuring accurate and timely submissions of required documentation for reimbursements.
• Assist in resolving discrepancies in billing and reimbursement, coordinating with relevant internal and external stakeholders as needed
• Coordinate communication between departments regarding contracts details

1. Administrative Support:

• Act as point of contact for the departmental inquiries and provide exceptional customer service
• Perform general office duties such as filing, photocopying, and ordering supplies
• Provide general administrative support, including, scheduling meetings, preparing reports, taking meeting minutes, and tracking task
• Ensure confidentiality and professionalism in handling sensitive information

1. Contract & Compliance:

• Assist in drafting, proofreading, and organizing contract documentation
• Coordinate contract review meetings and track contract timelines
• Maintain an organized system for compliance records and ensure documentation accuracy
• Assist with updates to policies, procedures, and guidelines as needed to ensure alignment with accreditation and operational standards.

1. Cross-Functional Collaboration:

• Liaise with departments such as Accounting, Administration, Operations, and Program Operations to ensure seamless support for contract and compliance processes.
• Provide support in training staff on contract and compliance requirements as needed.

Reports to: Vice President of Operations

Qualifications:

1. Bachelor’s degree in business administration, Accounting, or related field, or equivalent work experience.
2. Minimum 3 years of experience in an administrative support role, preferably support executive-level staff.
3. Minimum of 3 years of experience in contract administration, compliance, billing, or a related field.
4. Strong organizational and time-management skills, with an ability to manage multiple priorities and meet deadlines.
5. Attention to detail and a high degree of accuracy.
6. Excellent communication skills, both written and verbal, with the ability to effectively collaborate with cross-functional teams.
7. Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and experience with contract management or billing systems is a plus.
8. Ability to work independently and collaboratively in a team environment.

Preferred Qualifications

1. Experience using M.I.P. Fund Accounting system is a plus but not required.
2. Knowledge of non-profit billing is a plus but not required.
3. Administrative experience in a non-profit environment, including experience developing timelines, contract and grant administration, and research.
4. Experience working with proposals and grant award management or financial management, including federal and/or state research awards is preferred.
5. Strong planning, analytical, and communication skills to anticipate challenges, analyze problems, and implement financial controls.
6. Ability to read and interpret terms and conditions of contracts.

Physical & Mental Demands:

1. Ability to multi-task in a high demand and interactive environment, with high quality results.
2. Ability to work in an environment with tight deadlines and high level of accountability.
3. Willing and able to work a flexible schedule to meet operational needs. The position operates in a professional office environment and requires occasional extended hours or availability during urgent task.

Monday - Friday

8 AM - 5 PM