What are the responsibilities and job description for the Administrative Assistant - Executive Office position at DePelchin Children’s Center?
The Administrative Assistant in the Executive Office provides high-level administrative support to the executive leadership team, primarily the CEO and CFO. This role involves managing schedules, coordinating meetings, preparing reports, and handling communication on behalf of the executive team. The ideal candidate is organized, detail-oriented, proactive, and capable of handling confidential information with discretion.
Key Responsibilities
Calendar & Schedule Management:
- Manage the executive team's calendar, scheduling meetings, appointments, and travel arrangements.
- Prioritize and ensure appropriate time allocation for high-level meetings and engagements.
Communication & Correspondence:
- Act as the point of contact between executives and internal/external clients.
- Screen, prioritize, and respond to emails, phone calls, and other correspondence on behalf of the executive office.
- Prepare and edit letters, reports, memos, and presentations.
Meeting Coordination:
- Organize and coordinate meetings, including preparing agendas, arranging logistics, and ensuring all materials are available.
- Attend meetings, take minutes, and follow up on action items.
Document Preparation & Filing:
- Draft, proofread, and format documents and presentations for executive review.
- Maintain and organize confidential files and records.
Office Management:
- Handle general office duties, such as ordering supplies, maintaining office equipment, and managing vendors.
- Coordinate with the facilities team for office setup and maintenance needs.
Special Projects:
- Assist with special projects and initiatives led by the executive team.
- Conduct research, gather data, and prepare reports as needed.
Required Skills and Qualifications:
Education:
High school diploma or equivalent; bachelor’s degree preferred.
Experience:
3-5 years of experience as an administrative assistant, preferably supporting C-level executives.
Skills:
- Strong organizational and multitasking skills with attention to detail.
- Excellent written and verbal communication skills.
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Ability to manage complex calendars and prioritize tasks effectively.
- Discretion and confidentiality in handling sensitive information.
- Strong problem-solving skills and the ability to anticipate the needs of executives.
- Proactive and able to work independently.
- Adaptable to changing priorities and fast-paced environments.
- Strong interpersonal skills and the ability to work well with all levels of staff and external contacts.
DePelchin is Proud to be an Equal Opportunity Workplace.
DePelchin is committed to selecting and employing the best and most qualified person available for each job opening without unlawful discrimination of any kind. Additionally, DePelchin is committed to providing a work environment free of discrimination and harassment on the basis of race, color, sex (including pregnancy, sexual orientation and gender identity), marital or parental status, veteran status, religion, national origin, age, disability, family medical history, genetic information, or political affiliation.
DePelchin Children’s Center supports and sustains children and the families who care for them. We provide comprehensive services focused on ensuring all children are part of safe, caring homes. We deploy evidence-based practices and strategies to prevent maltreatment, preserve healthy families, and bring healing to children who have experienced trauma by enhancing their physical health and mental well-being.
