Admin Exec - Executive Assistant-Ft-Glow

Start a fulfilling career that makes a difference in the lives of people with disabilities and their families. We have a variety of full and part-time jobs available and are looking for candidates who are eager to learn. Our employees receive a range of benefits including health insurance, company-paid life insurance, 401K, generous paid time-off and continuing education support!
Summary
Responsible for providing administrative and secretarial support to the Chief Executive Officer and Board of Directors. Support to the Senior Management team is provided as necessary. Manages the operations of the front desk and provides supervision to the receptionist/administrative assistant for the Administration Office.
Essential Functions:

• Provides secretarial and administrative support to the Chief Executive Officer, Board of Directors and Senior Management team as necessary. Includes typing of correspondence as needed.
• Organize meetings, including scheduling and sending reminders.
• Provide meeting minutes for agency and board committees.
• Perform various administrative tasks for CEO, including, but not limited to managing calendar, sorting/routing mail, maintaining files and typing correspondence.
• Ensure registrations and accommodations are made for Chief Executive Officer, Board members and senior staff when attending conferences, conventions, etc.
• Maintain agency and program organizational charts.
• Record minutes for the Chief Executive Officer for the Senior Management and Director's meetings. Ensures minutes are uploaded to for Director/Senior Manager reference.
• Record minutes for the follow Board Committees: Monthly Board of Directors' meeting and monthly Finance Committee meetings.
• Record minutes for Community Integrated Services (CIS) as needed and maintain minutes, documents and resolutions for CIS.
• Maintain Board and CIS Resolutions.
• With the Chief Executive Officer, responsible for the management of agency contracts including processing of them, maintaining electronic contract files, responding to requests for information, ensuring that contracts are current, etc.
• Collaborate with the Compliance Officer on policies approved at board meetings to be uploaded to policy database.
• Coordinate CEO signature for OPWDD new user requests for CHOICES and email to OPWDD.
• Key control - assignment of keys and contract with the locksmith when issues arise
• Intranet -assist with placement/removal of documents on the intranet.

• Responsible for the oversight of front desk operations and scheduling coverage in the absence of the receptionist/administrative assistant.
• Supervise receptionist/administrative assistant at the front desk and manage work flow for receptionist/administrative assistant.

• Other related duties as assigned

Reporting Responsibilities:
Reports to: Chief Executive Officer
Supervisory Responsibilities:
Supervises: Administrative Assistant
Knowledge, Skills, and Abilities:

• Maintain confidentiality throughout all aspects of position.

• Outstanding PC skills, including managing database and producing reports
• Strong ability to work as part of a team

• Excellent oral and written communication skills. Must be able to effectively deal and communicate with staff, directors and visitors.
• Ability to resolve customer needs in a positive manner and maintain composure under pressure.
• Must have strong organizational and interpersonal skills
• Ability to work independently, take initiative and prioritize multiple assignments with attention to detail and deadlines in a high volume, stressful environment

Physical Requirements:
Ability to use standard office equipment including personal computer, phone, fax, copier, etc. Ability to drive a vehicle.
Working Conditions:
Working conditions are normal for an office environment
Minimum Qualifications:

• A.A.S. degree with major in secretarial science or related field and a minimum of three years supervisory experience

• Valid NYS drivers license with a safe driving record per agency policy

Other details

• Job Family Arc GLOW
• Pay Type Salary
• Max Hiring Rate $58,500.00

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