Job Description

Job Description:

Position Summary:

Reporting directly to the President and CEO, the Executive Assistant provides high-level administrative and executive support. Key responsibilities include managing confidential correspondence, preparing and responding to communications, and organizing critical information. This role involves regular interaction with a diverse group of external stakeholders, internal team members across all organizational levels, and high-profile visitors. The ideal candidate excels at planning, prioritizing, and managing a dynamic workload while proactively anticipating the President's needs to ensure seamless operations.

Essential Job Functions and Responsibilities:

1. Provides administrative support for the President and CEO with specific focus on collecting and organizing documents daily for meetings and identifying and following up on action items.
2. Handles confidential correspondence with professionalism and discretion.
3. Anticipates the needs of the President, preparing materials and resources proactively.
4. Coordinate and manage the President’s appointments and calendar using Outlook.
5. Identify and resolve potential challenges before they escalate.
6. Is a cultural ambassador for the organization fostering an environment of trust, alignment, transparency, and accountability.
7. Responsible for special projects assigned by President.
8. Maintains a complete filing system for administrative, contract, and archived records with periodic file audits.
9. Processes all incoming/outgoing mail for President and screen phone calls for the President.
10. Prepares general correspondence, memos, charts, tables, graphs, business plans, etc. as required for presentation purposes. Proofreads copy for spelling, grammar, and layout making appropriate changes. Responsible for accuracy and clarity of final copy.
11. Ghost writes emails, create drafts and other communications for the President & CEO.
12. Create and curate engaging social media content for the President & CEO ensuring consistent branding and tone.
13. Participates in planning employee/corporate events.
14. Assists with various functions, including Board Meetings and Tommy Nobis Center functions, including inventory of Board kitchen supplies, arranging catering, etc.
15. Coordinate travel for the President, including booking flights, accommodations, and preparing related reports.
16. Prepare DPRs, credit card expense reports, and mileage reimbursement submissions for the President.
17. Assists as needed with preparations for CARF review.
18. Assists with CDBG and other grant applications.
19. Maintain a consistent and reliable attendance record.

Qualifications:

• Mission driven, guided by core values and a pleasure to work with.
• As the Executive Assistant will be privileged to private and sensitive information, the Executive Assistant must always be trustworthy and work with integrity.
• Excellent written communication skills.
• Knowledge of basic office operations, proficient in computer knowledge and equipment as well as other general office equipment.
• Thorough working knowledge of Microsoft Office including Outlook, Word, PowerPoint and Excel with proficient knowledge of the graphics package, mail merge, spread sheet, and database experience.
• Must pass drug screen and background check.
• Eligibility to work in the United States.

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