Executive Assistant

HIRING FOR FEB. 1st START DATE...

In anticipation of upcoming retirements and staffing changes, SHC is seeking an experienced Executive Assistant to provide administrative support and general office help for the Executive Team at the Administration offices.  This person will provide daily assistance to 3 department directors and the Executive Director.  

Job Summary:

The Executive Administrative Assistant is a key role within the Administration Office and provides coordination of high-level, confidential, and sensitive internal and external information. The Executive Administrative Assistant will work with the Executive Team to manage complex calendars and schedules, in addition to events and arrangements for meetings. This position serves as a liaison between other internal and external departments and agencies, including the Board of Directors. The Executive Administrative Assistant will actively manage the Executive Team's schedules, work on special projects, coordinate with other department administrative assistants, and implement standardized administrative procedures at SHC.

This position requires independent thinking and problem solving. The Executive Administrative Assistant serves as the key point of contact for the Executive Team and may provide oversight as a lead for other Administrative Assistants within SHC. The ideal candidate will be someone who enjoys working with people and has strong communication skills, a positive attitude, and the ability to balance multiple tasks simultaneously.

Job Duties & Responsibilities:

1. Assists with the Executive Team’s administrative functions.
2. Serves as the first point of contact for the Executive Team and supports the organization through correspondence, letters, memoranda, and reports.
3. Manages the Executive Team's calendar and schedules, including changes and appointments, notifying and coordination of meetings.
4. Serves as the administrative office point of contact and provides lead oversight of other administrative staff in coordination of various site locations.
5. Maintains computer worksheets with statistical data as assigned.
6. Performs limited accounting functions such as cutting local checks as requested.
7. Coordinates with Maintenance for schedules for fleet vehicles with maintenance to ensure personnel have transportation available as needed and to meet the repair/maintenance schedule.
8. Prepares for meetings and attends to takes notes and transcribes minutes to ensure consistent documentation and communication with relevant stakeholders.
9. Manages and maintains all files under their control in an organized and efficient manner including Human Resources/Personnel files, Business and Operations files as assigned.
10. Coordinates and schedules travel and reimbursements for Executive Team and other Staff as directed.
11. Provides for oversight of mail, shipping, receiving, and other similar functions by coordinating pickup and delivery with other Administrative staff.
12. Manages the processing of purchases and receipts of the Executive Director for accounting.
13. Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows through on projects to successful completion, often with competing deadline pressures.
14. Assist with planning and preparation for the board, organization, and other meetings.
15. Coordinates and standardizes all Administrative Support initiatives company-wide.
16. Works closely with Admin Assistants throughout the agency to build support to Division Heads/Leadership Team and their staff.
17. Perform special projects as requested by the Executive Team.
18. May work 40+ hours per week as required to meet the needs of SHC and its mission.
19. Provides other services and work duties as needed to meet the needs of the Sacred Heart Center and its ability to carry out its mission.

Supervision:

1. Supervision Received:

This position is directly supervised by the Executive Director. 

   2. Supervision Provided:

This is a non-supervisory position but may provide lead oversight for other Administrative Assistants company-wide.

Minimum Qualifications:

1. Education and Experience:

• Associate degree in Business Administration, Marketing, Communications, or similar is required.  (a GED/HS Diploma and 4 years of verifiable experience may be substituted for this requirement)
• Bachelor’s Degree is strongly preferred.
• 1-2 years previous clerical experience is required.
• 3-5 years of high-level administrative support is preferred.

   2. Skills & Abilities:

• Maintain confidentiality in all departments.
• Proficient in Microsoft Office Suite and Adobe with the ability to learn job-specific programs and software.
• Interpersonal skills: must be able to communicate effectively with the general public as well as Sacred Heart Staff.
• Strong organizational skills.

   3.  Additional Requirements:

• Possess a valid South Dakota Driver’s License
• Be able to safely operate a motor vehicle.
• Successfully pass pre-employment Drug Screen
• Successfully pass Criminal Background Check. The following may disqualify any applicant from consideration:
  • Any felony conviction
  • Any domestic violence violations, convictions, or restraints.
  • Any violations, convictions, or restraints for actions made against children or vulnerable adults.
  • Any false, untrue statements or material omissions in the application and related paperwork or during the selection process.

Physical Conditions:

1. Work Environment:

• Regularly working indoors in controlled temperatures and noise levels.
• The employee will routinely operate typical business office equipment, including computer hardware, copiers, printers, FAX machines, shredders, etc.
• Directly working with the public while speaking and engaging verbally as required.
• Operating a company vehicle daily as necessary to complete duties.

   2. Physical Requirements:

• Regularly lift up to 25 lbs. and occasionally lift up to 50 lbs. with assistance.
• Use of hands and wrists repetitively for extended periods of time.
• Physical dexterity and endurance to safety conduct the duties of this job to include the use of fingers, hands, arms, legs, and body regularly throughout the workday.
• Sitting for extended periods up to or exceeding 8 hours per day.
• The ability to remain alert to the surroundings and soundly make quick decisions to maintain the safety of persons and equipment

EEO Statement:

“The Sacred Heart Center, Inc. of South Dakota believes that all individuals are entitled to equal employment opportunities and shall provide equal opportunity employment to all employees and applicants. No person shall be discriminated against because of race, color, creed, national origin, age, sex, sexual orientation, disability, or any other nonperformance factors. It is the position of Sacred Heart Center that employment decisions be based on qualifications for the job and the ability to satisfy requirements established for each position that are reasonable and necessary.”

Native American/Alaskan Native Preference:

“The Sacred Heart Center, Inc. of South Dakota, located on the Cheyenne River Sioux Tribe Reservation and primarily providing services to the peoples and communities within the Reservation, strives to provide Native American hiring preference whenever possible. In compliance with federal law and to best serve our clients, Sacred Heart Center will provide a hiring preference, whenever reasonably appropriate, to Native American/Alaskan Native applicants who meet the minimum qualification of the job, the best interest of our clients, and company mission."