Executive Assistant

The Executive Assistant reports to the CEO and assists the entire senior leadership team with administrative tasks, project management, and leadership duties. The Executive Assistant aims to relieve senior leaders of these tasks so that they can more effectively and efficiently focus on driving the strategy and outcomes of the agency. The Executive Assistant must exercise discretion and tact in processing documents and information of a confidential and/or sensitive nature. This position requires skill in managing multiple tasks and projects from beginning to completion while able to shift focus and priorities when required. The Executive Assistant must pay strong attention to detail and be extremely organized. The position will include infrequent evenings and weekends.

The intent of this job description is to provide a representative summary of duties and responsibilities that will be required of positions given this title, but additional responsibilities may be required. Employees are expected to perform job-related tasks other than those specifically presented in this description.

ESSENTIAL FUNCTIONS & RESPONSIBILITIES

Leadership:

· Provide coverage for administrative assistant absences on either Jamaica Plain or Brighton campus

· Perform morale boosting tasks to build positive agency culture and retention

· Enhance internal communication and senior leadership team visibility by organizing monthly employee newsletters, maintaining CEO social media presence on LinkedIn and Twitter, and organizing blog posts with Development Department

· Interface with Board of Directors including setting up meetings and organizing board packets of information with useful agency data as provided by Executive Team

· Regularly provide customer service trainings to departments utilizing highly regarded customer service models for human service industries

· Copyediting for senior leader correspondence, grant writing, procurements, presentations, marketing materials, and more

· Assist Advancement Department during holiday time of giving

· Research topics requested by senior leaders and summarize findings in concise, comprehensive, and coherent manner

Administrative Tasks:

· Maintain excellent first impression in phone calls coming into organization and at front door; greeting visitors in a way that demonstrates the positivity and values of IHC

· Organize agency-wide programmatic chart reviews, track compliance, and establish systems for proof of completion by deadlines

· Serve as first point of contact to CEO; monitor CEO mail and messages; assist with management of CEO calendar

· Organize meetings, assist with drafting agenda, attend meetings, complete and distribute meeting minutes, and follow up on any tasks assigned as a result of meetings

· Track due dates and completion of all performance evaluations agency-wide; correspond with leaders to ensure compliance

· Assist senior leadership team with internal and external correspondence, editing and formatting documents and spreadsheets, and scheduling

· Reconcile credit card and petty cash receipts for various departments

· Obtain contracts, review for accuracy, pursue signatures from senior leaders, file originals, and return with signatures to external parties as requested

· Perform various scanning projects and filing tasks; order office supplies as requested

· Perform work-related errands as needed

· Assist with event planning when needed/requested

· Develop onboarding plans and schedules for new leaders

· Maintain and/or create tracking spreadsheets for important data points relevant to agency operations

ESSENTIAL QUALIFICATIONS

· Bachelor’s degree required

· Bilingual (Spanish) strongly preferred

· Experience with Project Management strongly preferred

· Proficiency in Microsoft Office Suite/Office 365; advanced skills in Excel preferred

· Ability to take initiative and work autonomously

· Solution-focused, deadline driven, and motivated to overcome challenges

· Excellent verbal and written communication

· Thorough understanding and strict commitment to agency, employee, and client privacy; Adherence to all HIPPA guidelines and regulations

· Flawless commitment to confidentiality regarding sensitive agency information such as employee relations, finances, strategy, and operations

· Impeccable tact, diplomacy, and professionalism

· Ability to multitask in fast-paced environment

· Consistent and strong attention to detail and accuracy

· Familiarity with electronic medical records

· Effective interpersonal and teamwork skills

· Strong commitment to Italian Home for Children's mission, philosophy, and values