Executive Assistant

Service, Coordination, Inc. (SCI)

SCI supports people with disabilities, behavioral challenges, medically complex needs, transitioning youth, the elderly, and other populations using Maryland Department of Health's Targeted Case Management and Supports Planning work models as well as a concierge level geriatric care management and care partner model.

Position Summary: The Executive Assistant provides clerical, administrative, and project management support to the Chief of Staff in supporting the Chief Executive Officer and Board of Directors (BOD). This role performs a wide range of administrative and support activities to facilitate the efficient and effective operation of the organization. This is a hybrid position headquartered in Frederick, MD with days in the office as needed. Standard business hours are 8:00 am to 5:00 pm, although flexibility is needed to work occasional evening and/or weekend hours to meet the needs of the people we support in our various programs.

SCI Team Member Expectations: All SCI team members are expected to: Ensure services provided follow the organization's mission statement, core operating values and policies and procedures. follow HIPAA, confidentiality and security procedures and principles; collaborate with peers, leadership, and support areas of the organization; actively participate in and contribute to leadership and other staff meetings and trainings; maintains compliance with federal, state, and local employment laws and regulations; follow self-direction and person-centered planning procedures and philosophy; and to foster a culture that values diversity.

Essential Duties:

• Assist the Chief of Staff by providing administrative and logistics support for the Executive Leadership Team and Board of Directors meetings. Specific support includes:
  • Meeting scheduling and calendar management
  • Maintaining and updating committee charters, meeting planners, and BOD policies in accordance with overall BOD Governance and our Standards for Excellence Accreditation
  • Agenda creation, compilation of supporting documents, complete meetings logistics to include meeting space reservations and/or Microsoft Teams meeting invites, completion of meeting minutes in a timely manner and in accordance with the Effective Meetings Procedures and ensuring action items are clearly communicated and scheduled for completion
  • Maintaining electronic files for the Executive Leadership Team on SharePoint
  • Assist the Chief of Staff with BoardEffect, the online portal utilized by the Board of Directors, to include overseeing user access, uploading meeting material and organization of all documents housed within the portal
• Attend Executive Leadership Meetings and Board of Directors meetings with the Chief of Staff to provide administrative support
• Complete a broad variety of administrative tasks, including but not limited to, assisting the Chief of Staff with special projects and events; design and production of complex documents, reports, and presentations; and collecting and preparing information for meetings with Team Members and outside parties
• Assist the Chief of Staff in developing policies and procedures for improved workflow in accordance with SCI standards
• Follow the Effective Meetings Standard Operating Procedures
• Collaborate with various departments to ensure current policies and procedures are maintained and widely accessible and archives are created whenever appropriate
• Assist in the selection of vendors and purchase equipment, services, and supplies necessary for operation of the Executive office

Create processes and systems to support efficient and effective management of projects

Model and promote organizational philosophies of personcenteredness and shared leadership in all interactions with internal and external stakeholders

Participate in meetings and training sessions that offer learning opportunities and promote and enhance skills and professional development

Ensure that assigned organizational project objectives are met

Perform all duties as described, and others as required, using the foundation of the organization's philosophies and values

Supervisory Duties: None

Education Required:

• Associate degree;
• HS Diploma with 10 years of administrative experience may be substituted in lieu of Associate degree;
• Bachelor's degree preferred

Experience Required:

• 5+ years supporting C-Suite and Board of Directors
• Expert level experience with Microsoft Office (Excel, Outlook, Word, PowerPoint)
• Working knowledge of accounting and financial reporting principles and practices

SCI Value Related Competencies:

• People Come First (Customer Focus): Thinks and acts with people we support in mind when making decisions. Dedicated to meeting the expectations and requirements of internal and external shareholders, uses information and feedback to improve services.

• Building Relationships and Connections: Interpersonal savvy. Relates to all kinds of people. Builds appropriate rapport, uses diplomacy and tact, diffuses high-tension situations comfortably. Establishes and maintains meaningful connections within the community and the organization (internal and external stakeholders)

• Education (Informing Others): Quickly finds common ground to solve problems. Is seen as a cooperative team player. Provides coaching and mentoring to team members. Consistent communicator, provides team members with the tools they need to perform their jobs in a timely manner. Explores all available options to make the best decision for internal and external holders

• Diversity: Values, appreciates and honors the ways in which cultural differences can create value in organizations. Is service oriented: Demonstrates a commitment to the philosophies for services and the goal of independence for the people we serve. Raises awareness in communities to appreciate the similarities and unique gifts of each person. Interacts with all kinds of team members equitably, deals effectively with all races, nationalities, cultures, disabilities, ages, and genders, supports equal and fair treatment and opportunity for all.
• Driving Solutions (Perseverance): Pursues all initiatives with energy, drive, and the goal to succeed.

Job-Specific Competencies:

• Excellent command of English language with a high level of oral, reading, and written comprehension.
• Licensed notary preferred, or willingness to become a licensed notary
• Ability to travel on-site to Owings Mills and Frederick, Maryland location as needed basis
• Ability to type a minimum of sixty words per minute
• Professional presence. Natural ability to consistently represent SCI internally and externally at a high-level
• Solid computer skills and knowledge of email and word processing programs with proficiency of Microsoft Office Suite
• Ability to organize and prioritize routine work and handle other duties as assigned
• Cooperative, team-oriented approach to assignments and projects
• Time management for tasks/projects with deadlines
• Organized with great attention to detail
• Active listener
• Ability to independently research and resolve outstanding issues
• Highest respect for the confidential nature of information
• High quality work with minimal mistakes

Physical Demands: Generally, presents standard office environment. Must be able to remain in a stationary position >95% of the time. Continually operates a computer, keyboard and mouse, and other office productivity machinery, such as a calculator, copy machine, printer, and mobile Smartphone device. Constantly positions self to comfortably maintain computer equipment. May occasionally be required to move about in an office setting or position office equipment weighing between 10-25 pounds. Vision abilities required by this job include close vision. Ability to operate a motor vehicle. The person in this position frequently communicates with other people. Must be able to exchange accurate information in these situations.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job. This job description is subject to change at any time.

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