Administration (Hainesport, NJ)

Provides administrative/secretarial support to CEO and members of the Senior Management Team, when necessary, appropriate, and reasonable. Functions as an integral member of the Senior Management Team responsible for meeting overall agency mission, vision, goals, and objectives. Handles all calls to the CEO. Knowledge of the process and procedures of the agency to make necessary decisions about calls in the CEO’s absence and take appropriate action to resolve immediate issues. Acts as the recording secretary for the Board of Trustees, Senior Management/Administrative Team and accurately transcribes minutes of meetings. Facilitates all mailing, e-mailing, and phone communications for Trustees to ensure the business of the Board is carried out. Maintains agency records and files. Individuals must maintain confidentiality of all subject matter as appropriate. Individuals must be able to work independently in a busy environment and be detail-oriented, as well as a self-starter. Position responsibilities include but are not limited to:

• Ensures complete confidentiality is maintained in all activities, verbal and written, at all times
• Performs executive functions to assist the CEO, CFO, and Senior Management Team
• Responds to calls and visitors as a representative of the CEO and the agency, providing an appropriate response to the situation
• Maintains CEO's calendar and schedules appointments
• Assists CEO as needed
• Supports Senior Management Team with tasks/projects as needed
• Provides research and administrative support to special projects
• Schedules Board/Committee/Senior Management/Administrative Team Meetings
• Acts as the recording secretary and accurately transcribes minutes of meetings within required timeframes
• Prepares and sets up board room and equipment for meetings, including Zoom
• Maintains good working relationship with Board Members; ensures availability to assist as necessary
• Assists in special events and board functions
• Maintains required agency records and files
• Composes correspondence, reports, and emails within required time frames
• Coordinates/schedules conference rooms/conference call lines for all meetings and training
• Collect, format, assemble and distribute department/board reports monthly
• Prepares purchase requisitions for invoices through the agency system
• Performs duties of Account Manager for agency credit card accounts for CEO/SMT
• Orders and maintains prescription supplies and records
• Prepares and distributes agency emails to staff as directed
• Provides Notary Public services for the organization
• Coordinates shredding services for the Hainesport building

EDUCATION, TRAINING AND EXPERIENCE: High School diploma with a minimum of 10 years prior work experience for a similar or larger organization directly supporting the President / CEO. Typing at 60+ wpm and PC experience. ,In addition, they should possess excellent written and oral communication skills and excellent time management skills. Ability to work well under pressure. Proficient in Microsoft suite products, Adobe and be familiar with Zoom and Teams. Public Notary (preferred) Must be detail oriented, extremely accurate, able to follow up on ongoing projects and meet all deadlines. Excellent verbal, written and communication skills are required. Must be able to work in stressful environment. Strong organizational, customer service and problem-solving skills are required.

SPECIAL EQUIPMENT, SKILLS OR OTHER REQUIREMENTS: Computer competence, as well as ability to operate a keyboard, typewriter, copier, fax, scanner and telephones. Ability to concentrate, to have initiative, to cope with stress and use independent judgment to accomplish results.

WORK ENVIRONMENT AND HAZARDS: Office setting with minimal hazards.WORK CONTACT GROUP: All Board Members, internal management, staff, and the general public.

SPECIAL PHYSICAL DEMANDS: Must be able to stand to file, bend and lift up to 20 pounds. Sits for extended periods to input information. Walks to and from offices for signatures. Cognitive, verbal, and manual skills necessary. Hearing and visual acuity necessary; corrective devices are acceptable. Must be able to work under required deadline schedules, while being flexible to special requests and projects. Must be able to professionally handle stressful situations.

Legacy Treatment Services is an Equal Opportunity Employer.