Executive Assistant

The Executive Assistant reports directly to the Director of IT and Back Office Operations for Total Care Services, Inc., a non-profit organization providing services to persons with intellectual and developmental disabilities and persons supported with disabilities. The Executive Assistant works collaboratively with the Director of IT and Back Office Operations to support the management of all essential departments. S/he would take directions from the Director of IT and Back Office Operations and support back all assigned tasks to include special projects. S/he will serve as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the Executive Director. The Executive Assistant will also serve as a liaison to the senior management teams, organizing and coordinating executive outreach and external relations efforts, and overseeing special projects. S/he must be creative and enjoy working within a health care entrepreneurial environment that is mission-driven, results-driven, and community-oriented. The ideal individual will exercise good judgment, which will include being able to maintain confidentiality, in a variety of situations. S/he will have strong written and verbal communication, administrative, and organizational skills. Strong candidates have had experience maintaining a realistic balance among multiple priorities. S/he can work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities. The candidate must be able to work a flexible schedule upon request.

Education

Bachelor's degree with 3 to 5 years of work experience or a Master’s degree with 1 to 2 years of work experience

Technology

• Proficient with Microsoft Office Programs (including Outlook, Word, PowerPoint, Excel, and Teams).
• Experience with curating an Executive Assistant’s social media presence preferred.
• Can support the Executive with knowledge transfer of Microsoft Office Programs, social media, etc.

Communications, Partnerships, and Outreach

• Experience writing grammatically correct communications to internal and external C-suite executives via e-mail, letter writing, PowerPoint.
• Ensures that the Executive Director / CEO bio is kept updated and responds to requests for materials regarding the Executive Director / CEO and the organization in general.
• Ability to express ideas succinctly.

Executive Support

• Completes a broad variety of administrative tasks for the Executive Director/CEO's, Deputy Executive Director, and Director of IT and Back Office Operations and including managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
• Plans, coordinates, and ensures the Executive Director / CEO’s schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the Executive Director / CEO's time and office.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the Director of IT and Back Office Operations, including those of a sensitive or confidential nature.
• Provides a bridge for smooth communication between the Director of IT and Back Office Operations office and internal departments; demonstrating leadership to maintain credibility, trust, and support with senior management staff.
• Works closely and effectively with the Director of IT and Back Office Operations to keep her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the Executive Director updated.
• Provides leadership to build relationships crucial to the success of the organization and manages a variety of special projects for the Director of IT and Back Office Operations, some of which may have organizational impact.

Senior Management Liaison

• Participates as an adjunct member of the Executive Team including assisting in scheduling meetings and attending all meetings, keeping minutes, and doing the follow-up.
• Facilitates cross-divisional coordination of travel and outreach plans upon request.

Qualifications

• The candidate must be able to work a flexible schedule upon request.
• Proficient in Microsoft Office Programs and can provide knowledge transfer to the Director of IT and Back Office Operations.
• Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Expert-level written and verbal communication skills.
• Demonstrated proactive approaches to problem-solving with strong decision-making capability
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.

Job Type: Full-time

Pay: $70,000.00 - $75,000.00 per year

Benefits:

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

Schedule:

• Monday to Friday

Education:

• Bachelor's (Required)

Experience:

• Executive Assistant: 3 years (Required)

Work Location: In person