Executive Assistant

The Executive Assistant reports to the Chief Strategy and People Officer and assists the entire senior leadership team and Board of Directors with administrative tasks as well as serves as the front desk receptionist. 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 highly confidential documents and information. 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 is Monday-Friday in person 9am-5pm and will include infrequent later evenings until 6pm.

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

• 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
• Complete administrative tasks for senior leaders during front desk lulls
• Enhance internal communication and senior leadership team visibility by organizing monthly employee newsletters
• Provide coverage for administrative assistant absences on either Jamaica Plain or Brighton campus
• Interface with Board of Directors including setting up meetings and organizing board packets of information with useful agency data as provided by Executive Team
• Copyediting for senior leader correspondence, grant writing, procurements, presentations, marketing materials, and more
• Assist Advancement Department during holiday time of giving
• 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; 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
• Reconcile credit card and petty cash receipts for various leaders
• 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
• Develop onboarding plans and schedules for new leaders
• Maintain and/or create tracking spreadsheets for important data points relevant to agency operations
• Lead agency record retention and record request processes

ESSENTIAL QUALIFICATIONS

• Bachelor's degree strongly preferred
• Bilingual (Spanish) strongly preferred
• Experience with Project Management 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