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Form of workJob Description
Executive Assistant
PURPOSE OF POSITION
PURPOSE OF POSITION
The Executive Assistant is an extension of the Executive Office. They will be responsible for providing executive level administrative support to the chief executives. They will also be responsible for contract management, producing Key Performance Indicator Reports, coordinating IT efforts, performing a variety of analytical assessment and administrative tasks, including office organization, records maintenance, reception, scheduling, and general assistance.
RESPONSIBILITIES:
RESPONSIBILITIES:
The major responsibility of this position includes, but are not limited to:
Administrative
- Effectively plan, prioritize, and execute tasks in a timely manner.
- Requests information from other departments and outside sources and interfaces with various departments and maintains contacts with individuals at all levels within the organization.
- Participates with executive leadership in planning, policy development, and problem resolution.
- Provide members of the Leadership Team leverage in moving projects forward by assisting with information gathering, communicating with different parties, and sending follow-up for project tasks.
- Identify, prepare, and compile necessary materials ahead of time to ensure that the Chief Executives have appropriate information for meetings, reports, presentations, events, and special projects on the calendar.
- Works with the executive and senior management team to prepare materials for Board reports, assists in ongoing communications and activities with the Board of Directors, and attends Board meetings as needed.
- Attend meetings as assigned, take notes and follow-up after meetings to ensure assignments, projects and other tasks are progressing on a timely basis.
- Prioritize and manage multiple projects simultaneously and follow through on issues in a timely manner.
- Develop presentation decks on behalf of the Leadership team.
- Support all administrative tasks associated with, but not limited to, marketing materials, annual reports, event programs and invitations.
- Collaborates with Leadership team to foster a success-oriented, positive, high integrity organizational culture,
- Keep abreast of all organizational changes and business development.
- Serves as a resource person and provides accurate information about HCC services.
- Maintains website, develops updates for associated fact sheets, newsletters, and stories.
- Write content and post updates to website and social media outlets.
- Manage organizational social media accounts (Facebook, Instagram, etc.).
- Coordinates IT efforts to ensure systems are highly functioning, reliable and accessible and help monitor staff needs, assist staff with problem solving.
- Maintains documents, files, and records (e.g. policy manuals, Board book, etc.) for the purpose of providing up-to-date reference and audit trail for compliance.
- Serves as a backup to the Assistant Director of HR and Operations for payroll processing.
- Serve on special projects, committee, or act as a manager or department representative.
- Work with the Associate Executive Director on Requests for Proposals.
- Process and acknowledge all gifts and contributions received in a timely fashion and maintain donor database.
- Under the direction of the AED, coordinates the activities of the BeWell (Mental Health) Clinic.
- Assist the AED and the Assistant Director of HR and Operations in monitoring the effectiveness of non-clinical operational processes and implementing changes.
- Assist the Assistant Director of HR and Operations with onboarding of BeWell Clinic staff according to OMH requirements (SCR, Justice Center CBC checks, Code of Conduct, adherence to Compliance program, etc.)
- Assist the Assistant Director of HR and Operations with monthly OMH required exclusionary list checks (SAM, EPLS-OIG, OMIG, etc.)
Contract Management
- Monitor timeline for budgets, modifications, and billings to ensure timely budget submission, meeting all deadlines.
- Work closely with Finance department, Human Resource department and program department managers to best support contract management.
- Contact government agencies as necessary to ensure the Agency meets all contract guidelines.
- Generates reports required to monitor contract compliance.
- Work with finance department to prepares grant & contract claims to maximize revenue and ensure timely submission.
- Work with the AED and Staff Accountant to monitor contract expenses to ensure expenditures remain within budgets and minimize unallowable charges.
- Collect the appropriate supporting documentation for contracts and invoices.
- Develop and maintain contract management spreadsheets as required.
Compliance, Auditing & Reporting
- Ensure compliance with all eligibility requirements for third party payers.
- Establish and ensure compliance with policies and procedures for billing and collections.
- Provide interdepartmental reports based on daily and monthly billing.
- Perform internal audits as assigned.
- Perform minor accounting duties as assigned.
- Develops, implements, and maintains statistical gathering and recording techniques.
- Reviews, tracks, analyzes, and summarizes agency data and reports. Ensures that all reports are submitted on a timely basis.
- Advance the development of Key Performance Indicator (KPI) metrics and reports on programs and projects.
- Develops, implements, and maintains statistical gathering and recording techniques.
- Reviews, tracks, analyzes, and summarizes agency data and reports. Ensures that all reports are submitted on a timely basis.
Technology
- Work with AED to streamline operational processes of the agency.
- Work with the Assistant Director of HR and Operations to maintain asset, equipment, and supply inventory of the agency.
- Assist the Associate Executive Director and the Assistant Director of HR and Operations to ensure employee resource needs are met.
EDUCATION
High School Diploma (or equivalent) and at least 2 years’ experience as an Executive, Administrative, or Personal Assistant required. Associate degree in Business Administration preferred.
QUALIFICATIONS:
QUALIFICATIONS:
- Excellent verbal and written communication skills.
- Sound interpersonal skills and ability to relate to and speak effectively with a variety of people.
- Sound business judgment, analytical skills and attention to detail and accuracy.
- Highly efficient and ability to anticipate needs of the organization’s executives.
- Strong organizational skills, detail oriented, and ability to solve problems as they arise.
- Possess a high level of initiative and willingness and ability to respond to requests with urgency and enthusiasm.
- Uncompromised ability to protect the confidentiality of sensitive employee and company documents.
- Proficient with Microsoft Suite Applications: Excel, Word, PowerPoint, Outlook, and Teams
- Possess a strong ability to manage one’s own time, prioritize tasks, and be self-directed and able to work independently.
- Must be comfortable taking the initiative when faced with administrative decisions.
- A commitment to the vision and mission of HCC.
Compensation & Benefits**
- The base pay range for this position is $39,000-$55,000 per year. *
- Affordable Health and Dental plan options
- Group Life, AD&D, Disability, Hospital Cash Insurance, Paid Family Leave, EAP
- Additional Voluntary Benefits: 403b (tax-sheltered annuity retirement plan), Life, Disability, Hospital Cash
- Generous PTO (vacation, sick, personal, bereavement)
- PSLF (Public Service Loan Forgiveness) Qualified Employer
- Career growth opportunities
*Within the range, individual compensation will be determined through a wide variety of factors including but not limited to education, experience, knowledge, and skills. Please note that the compensation range listed reflects the base salary only and does not include HCC-sponsored benefits.
**Current as of the time of this posting, howeverbenefits may be changed or removed at any time
Exempt ☒ Non-Exempt ☐
Responsible to: Associate Executive Director
Unit/Department: Administrative Department
Title of People reporting to this position: None
Probationary Period: 3 months
Last Reviewed: 1/2024
We are proud to be an equal opportunity workplace committed to building a team culture that celebrates diversity and inclusion.
We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions.
**Current as of the time of this posting, howeverbenefits may be changed or removed at any time
Exempt ☒ Non-Exempt ☐
Responsible to: Associate Executive Director
Unit/Department: Administrative Department
Title of People reporting to this position: None
Probationary Period: 3 months
Last Reviewed: 1/2024
We are proud to be an equal opportunity workplace committed to building a team culture that celebrates diversity and inclusion.
We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions.
