Job Purpose

The Executive Administrative Assistant provides high-level administrative support to the Chief Executive Officer, Chief Financial Officer, Directors, and other administrators. Ensures the organized completion of job tasks by the secretarial team and functions as a team leader.

Duties and Responsibilities of Executive Administrative Assistant

• Perform as the administrative assistant to the CEO, CFO, Directors, and other administrators and be responsible for completion of tasks as directed.
• Compose, type, and edit correspondences, reports, memoranda, and other materials as assigned by directors/administrative staff.
• Complete and distribute monthly administrative reports to Board Members.
• Be responsible for the administrative duties at monthly board and committee meetings as assigned, including the documentation and distribution of meeting minutes.
• Assist in the scheduling, organization, and set-up of meetings, trainings, events, etc. Maintain the calendar for conference rooms/training rooms.
• Schedule for the repair of office equipment through contracted service agreements or with repair specialists.
• Ensure supplies are available for all office equipment through the Purchasing Supervisor.
• Operates office machines as required.
• Sign payroll checks of employees not enrolled in payroll direct deposit and sign all accounts payable checks as directed by the Chief Financial Officer (CFO) according to policy.
• Assist the Director of Community Relations and Development with special events, planning, and coordinating for fundraisers.
• Assist staff with printing, copying, faxing, and the timekeeping/employee self-service system as needed.
• Aid in the CARF reporting and documentation process.
• Develop an empowered staff by providing supervision, clarifying responsibilities as assigned, setting standards of excellence, and involving staff in the decision-making process.
• Conduct annual performance evaluations for the secretarial department.
• Provide conflict mediation by prompt intervention, followed by training, coaching, or counseling if needed.
• Conduct regular meetings of the secretarial staff for the purpose of extending job knowledge and building relationships to create an atmosphere of teamwork and generate a positive image of Opportunity Living.
• Provide regular communication, feedback, and information sharing with staff.
• Maintain flexibility of schedules to provide adequate front desk coverage.
• Attend meetings and other work functions outside of regular office hours when needed.
• Assist in ensuring the effective and efficient operation of the organization by performing all duties as assigned by the supervisor/manager.
• Maintain professional competency by participating in continuing education, in-services, and personal growth experiences.
• Protect the privacy of clients and staff by maintaining the confidentiality of records and personal information and following all policies and procedures under the Health Insurance Portability and Accountability Act (HIPAA).

Qualifications

• High School Diploma or GED required.
• Associate’s Degree or two years experience in a secretarial, administrative assistant or other related position preferred.
• Must possess excellent verbal and written communication skills.
• Must be proficient in computers and working with office equipment. Proficient in Microsoft Office Suite or similar software.
• Ability to type 60 words a minute.
• Must be detail-oriented and have good organizational skills.
• Must be able to collaborate with many different individuals across departments, inside and outside the organization.
• Ability to maintain confidential information.
• Must be able to perform job duties with frequent interruptions or distractions and maintain cooperative working relationships with co-workers and the public.
• Must have sincere respect for and desire to work with persons with disabilities.
• Commitment to Opportunity Living’s Mission and Vision.
• Must have the ability to communicate with all persons in a culturally competent manner.
• Ability to pass criminal/registry background checks.
• Clear tuberculosis screening.
• Ability to pass and maintain required trainings such as CPR/First Aid, Dependent Adult/Child Abuse, and Behavior Management Program, or other training as assigned per specific job duties.

Working Conditions & Physical Demands

The working conditions described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Works in a changing environment that adjusts to the needs of the individuals being serviced. The environment may be fast-paced, with interruptions, distractions, and deadlines. Must be flexible and be able to adjust to changing needs or activities. Depending on the needs of the individuals, the work can be physically demanding, including transferring or supporting people with mobility needs, lifting or moving items over 50 pounds, and walking, sitting, or standing for extended periods. Specific vision required by this job includes close vision, distance vision, and the ability to adjust focus. Noise level is usually mild to moderate.

Job Type: Full-time

Pay: $18.00 - $23.00 per hour

Benefits:

• 401(k) matching
• Dental insurance
• Flexible schedule
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Tuition reimbursement
• Vision insurance

Schedule:

• Monday to Friday

Work Location: One location

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