Executive Administrative Assistant Job at Cumberland Heights Foundation, Inc. in

Job Type

Full-time

Description

POSITION SUMMARY

The Executive Administrative Assistant/Project Coordinator manages a variety of administrative tasks for the ARCH Executive Director, including the provision of technical and general administrative support. This position works closely with the Executive Director of ARCH in his/her business relations and communications. This position also provides support for the staff and managers at ARCH to foster standards for organizational wide initiatives.

PRIMARY DUTIES AND RESPONSIBILITIES will include, but are not limited to, the following:

• Completes projects and special assignments, including establishing objectives, reporting progress, engaging and communicating with others as required and adjusting the plan as needed.
• Explores opportunities to recommend and implement new initiatives to enhance the success and reputation of the organization and recommends ways to improve the quality and delivery of services.
• Assist in the coordination of project development processes with vendors, including documentation and communication of progress, with follow up as needed. This includes coordinating with Maintenance and outside vendors for the set-up of Christmas décor and arrangements.
• Coordinates meeting schedules and appointments for a variety of events both within and outside of the organization such as All-Staff Meetings and leadership retreats, including travel arrangements as necessary.
• Drafts and completes a variety of administrative correspondence, reports, applications and proposals, including project proposals, timelines and progress reports as assigned.
• Plans, coordinates, attends, and records a variety of meetings, including leadership team meetings and retreats, quarterly meetings, and other committee and/or management meetings as assigned.
• Processes purchase orders, expense reports, makes purchases for variety of events, and maintain records for budget.
• Arranges periodic campus walkthrough with Maintenance to keep ongoing Maintenance task list. Collaborate with Maintenance and other departments for various projects including but not limited to furniture replacement, artwork, paint and flooring selection.
• Handles highly sensitive communications and support while maintaining confidentiality.
• Participates in and assists with a variety of presentations regarding Cumberland Heights' services.
• Arranges complex travel plans, compiles itineraries and assists in expense reports.
• Anticipate and prepare for conference materials, appointments, meetings, telephone calls, etc.
• Maintains confidentiality of company and patient information.
• Ensures proper handling and distribution of company funds.
• Reacts productively to change.
• Maintains a culture of accountability by providing oversight and guidance among direct reports of the Executive Director of ARCH, focusing on quality management and human resources policies and standards.
• Performs other duties as assigned.

SUPERVISORY RESPONSIBILITIES

Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.

Requirements

• Bachelor's degree is required
• Minimum of one (1) year executive level support experience required; supervisory experience preferred
• Intermediate computer skills including Microsoft (Outlook, Work and Excel)
• Proficient with various software (AS400, HRMS systems, zoom room technology, medical software applications, etc.) preferred
• Ability to use various types of office equipment, printers, etc.
• Ability to problem-solve, analyze, and interpret information.
• Superior skill in working independently and taking initiative.
• Demonstrated ability in successfully initiating and managing changes within an organization.
• Excellent written and oral communication skills with the ability to effectively speak, read and write in English.
• Ability to initiate interaction with co-workers in a collaborative and courteous manner while providing guidance, instruction, and training.
• If recovering, one (1) year of verifiable abstinence required with two (2) years preferred; active participation in a twelve-step program preferred.

WORK ENVIRONMENT

• Position is in an office setting that involves everyday risks or discomforts requiring normal safety precautions.
• Position requires frequent contact with people in crisis, including those who are emotionally volatile and may require additional safety precautions.
• Position is subject to long hours at a computer and some local travel between facilities.
• Ability to lift up to 20 lbs and move around campus on uneven and rural terrain.
• Ability to speak, hear, see, sit, walk, stand, stoop, kneel reach, and use fine/gross motor skills.