Executive Administrative Assistant

Job Description

Job Description

Description : POSITION SUMMARY

The Executive Administrative Assistant / Project Coordinator manages a variety of administrative tasks for the ARCH Executive Director, including the provision of technical and general administrative support. This position works closely with the Executive Director of ARCH in his / her business relations and communications. This position also provides support for the staff and managers at ARCH to foster standards for organizational wide initiatives.

PRIMARY DUTIES AND RESPONSIBILITIES will include, but are not limited to, the following :

• Completes projects and special assignments, including establishing objectives, reporting progress, engaging and communicating with others as required and adjusting the plan as needed.
• Explores opportunities to recommend and implement new initiatives to enhance the success and reputation of the organization and recommends ways to improve the quality and delivery of services.
• Assist in the coordination of project development processes with vendors, including documentation and communication of progress, with follow up as needed. This includes coordinating with Maintenance and outside vendors for the set-up of Christmas décor and arrangements.
• Coordinates meeting schedules and appointments for a variety of events both within and outside of the organization such as All-Staff Meetings and leadership retreats, including travel arrangements as necessary.
• Drafts and completes a variety of administrative correspondence, reports, applications and proposals, including project proposals, timelines and progress reports as assigned.
• Plans, coordinates, attends, and records a variety of meetings, including leadership team meetings and retreats, quarterly meetings, and other committee and / or management meetings as assigned.
• Processes purchase orders, expense reports, makes purchases for variety of events, and maintain records for budget.
• Arranges periodic campus walkthrough with Maintenance to keep ongoing Maintenance task list. Collaborate with Maintenance and other departments for various projects including but not limited to furniture replacement, artwork, paint and flooring selection.
• Handles highly sensitive communications and support while maintaining confidentiality.
• Participates in and assists with a variety of presentations regarding Cumberland Heights’ services.
• Arranges complex travel plans, compiles itineraries and assists in expense reports.
• Anticipate and prepare for conference materials, appointments, meetings, telephone calls, etc.
• Maintains confidentiality of company and patient information.
• Ensures proper handling and distribution of company funds.
• Reacts productively to change.
• Maintains a culture of accountability by providing oversight and guidance among direct reports of the Executive Director of ARCH, focusing on quality management and human resources policies and standards.
• Performs other duties as assigned.

SUPERVISORY RESPONSIBILITIES

Carries out supervisory responsibilities in accordance with the organization’s policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.

Requirements :

WORK ENVIRONMENT