Executive Office Manager

Summary: Are you ready to make a meaningful impact and be the driving force behind operational excellence? Heartland Human Care Services is seeking a dynamic Executive Office Coordinator to join our dedicated team and play a pivotal role in supporting the Executive Director and senior leadership. As our Executive Office Coordinator, you will be a key player in preparing reports, managing correspondence, and overseeing the day-to-day administrative functions. Your contributions will extend to coordinating meetings, handling communication, and maintaining vital relationships with external partners. This is an opportunity to showcase your organizational skills, attention to detail, and commitment to excellence. At HHCS, we are committed to creating positive change in our community. As an Executive Office Coordinator, you'll be at the heart of our operations, providing crucial support that ensures the smooth functioning of our organization. Join us in our mission to tackle root causes, encourage innovation, and create lasting partnerships for a better future.

Our Benefits:

• Medical insurance.
• Dental insurance.
• Vision insurance.
• 401(k) match.
• Paid maternity leave.
• Paid paternity leave.
• Commuter benefits.
• Student loan assistance.
• Tuition assistance.
• Disability insurance.

Duties & Responsibilities:

• Administrative Support:
  • Prepares reports, and assists in the preparation of monthly, annual, and strategic reports as assigned.
  • Prepares correspondence to various internal and external partners as assigned by the Executive Director.
  • Prioritizes functions and appointments, and ensures that meetings/agendas, deadlines, presentations, and other duties of the office of the Executive Director are carried out; coordinates travel arrangements, flights, accommodations, and other itinerary specifics/logistics.
  • Supports Board of Director materials and mailings as directed by the Executive Office Project Manager. Provides Board of Directors-related support services.
  • Screens internal/external communication to the Executive Director and serves as a key point of contact for the Senior Leadership Team.
  • Provides proficient administrative support to the Executive Director and the senior leadership team, including, but not limited to proofreading correspondence, presentations, and announcements from the Executive Director’s office, annual reports and policy manuals for both internal and external use, office systems development and maintenance and information management.
  • Manages incoming/outgoing mail for the Executive office by sorting and distributing mail delivered or taking any necessary next steps (following up with contracts for signature, invoices to be processed, etc.).
  • Maintains accurate expense tracking, and reports for the Executive Director, including monthly credit card bills and travel.
  • Handles incoming invoices to the Executive Office and submits for payment through concur.
  • Supports processing contracts by proofreading contracts for the Executive Director, securing signatures, notarization, platforming maintenance, electronically storing all grants and MOUs, letters of agreement, etc., and maintaining an annual database of grants and contracts.
• Coordination:
  • Coordinates HHCS memberships, agendas, meetings, and events (internal/external) and helps manage the calendar/schedule of the Executive Director.
  • Provides support services to other external and internal work groups including maintenance of rosters, coordination of meetings/materials, and preparation of minutes as needed.
  • Support the Executive Office Project Manager with special projects/efforts for the Senior Leadership team that may include, but are not limited to: scheduling, documentation, and taking meeting minutes.
  • Acts as a liaison with outside business organizations, partners, and industry associations. This person facilitates the participation of the Executive Director in external workgroups, boards, coalitions, and committees.
  • Approves and coordinates requisitions for office supplies and related items or services that the Senior Leadership Team may need, within defined budgetary limitations.
  • Contract coordination - managing signature requests, including status, deadlines, and filing. Supports Senior Leadership Team with the grant management process (centralized tracking of updated documentation, and inputting business information).
  • Exercises and exemplifies organization skills, tools, and other resources to prioritize competing deadlines/assignments
  • Supports the Talent Acquisition team with the pre-screening process for candidates, coordinating/scheduling interviews, and data entry.
• Partnership & Collaboration:
  • Establishes and maintains collaborative working relationships with staff across the Heartland Human Care Services, and other community and with partner organizations.
  • Maintains an appropriate professional demeanor toward colleagues, visitors, participants, and others
  • Share ideas of innovation and efficiency in support of continuous improvement.
  • Contributes to organizational culture aligned with core commitments of tackling root causes; encouraging creativity and innovation; using data for continuous improvement and to measure progress; applying an equity lens to all that we do; and partnering with participants and others to co-create and achieve ambitious, shared goals.
  • Exhibits the highest level of confidentiality at all times.
  • Demonstrates a proactive approach to efforts, projects, or other areas of collaboration with team members.
  • Adheres to professional standards as outlined by organizational plans/policies and departmental guidelines.

Qualifications:

• Education and/or Experience: Bachelor's degree and three years of related experience or equivalent combination of education and experience.
• Language Skills: Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of an organization.
• Computer and Technical Skills: Demonstrated proficiency with word processing, spreadsheet, database, and presentation software (specifically Microsoft Office). Proficient with PowerPoint, MS Suite (excel, word), and Outlook. Familiar with MS Teams and DocuSign administration.
• Reasoning Ability: Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
• Mathematical Skills: Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, and percentages.

Knowledge/Skills/Abilities (K/S/A):

• Problem Solving - Gathers and analyzes information skillfully.
• Project Management - Coordinates projects; Communicates changes and progress; Completes projects on time and budget.
• Technical Skills - Assesses own strengths and weaknesses; Pursues training and development opportunities; Strives to continuously build knowledge and skills; Shares expertise with others.
• Diversity - Shows respect and sensitivity for cultural differences; educates others on the value of diversity; promotes a harassment-free environment.
• Organizational Support - Follows policies and procedures; Completes administrative tasks correctly and on time; supports organization's goals and values; Benefits organization through outside activities; Supports affirmative action and respects diversity.
• Professionalism - Tactfully approaches others; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.

Work Arrangement: This role is eligible for a “hybrid” or “remote” work arrangement. If hybrid, it is expected this person would be able to meet for “in person” meetings when needed or at the request of others. In-person meetings may be required regularly (weekly, monthly, etc.). There may also be the availability to work from home when appropriate.

Equal Opportunity Employer Statement
Heartland Human Care Services makes all hiring and employment decisions, and operates all programs, services, and functions without regard to race, receipt of an order of protection, creed, color, age, gender, gender identity, marital or parental status, religion, ancestry, national origin, amnesty, physical or mental disability, protected veterans status, genetic information, sexual orientation, immigrant status, political affiliation or belief, use of FMLA, VESSA, military, and family military rights, ex-offender status (depending on the offense and position to be filled), unfavorable military discharge, membership in an organization whose primary purpose is the protection of civil rights or improvement of living conditions and human relations, height, weight, or HIV infection, in accord with the organization's AIDS Policy Statement of September 1987.