What are the responsibilities and job description for the Executive Assistant position at Judson Center?
Position: Executive Assistant
Status: Full Time, Exempt
Reports to: Senior Executive Assistant
Job Summary:
The mission of Judson Center, a non-profit, human service agency in southeastern Michigan, is to help children, adults, and families improve their lives. The executive office serves to provide executive and administrative management to support the agency. The primary responsibility of the Executive Assistant is to support the management of central corporate administrative services, in consultation with Judson Center executives (CEO and the Executive Leadership).
Primary Duties and Responsibilities
The Executive Assistant will assist with or directly maintain:
- Board of Trustees database, calendar, scheduling of meetings, room reservations, RSVP lists, meeting notice reminders, transmission and compilation of agendas/meeting materials, meeting minutes, and other Board support duties as assigned
- Responsible for transmission and compilation of agendas/meeting materials, meeting minutes for the following:
Program and Policy Committee
Building and Grounds Committee
IT Committee
Human Resources Committee
Marketing Committee
Development Committee
Vincent Gregory Advocacy Committee
Child Safe Board Meeting
Child Safe Executive Committee
CCBHC Advisory Committee
- Under direction of the Senior Executive Assistant, assist with the Strategic Planning Committee.
- Meeting minutes are due within five (5) business days.
- Assist with the coordination of communication with the Board of Trustees.
- Maintenance of central records of all Board minutes and other documents related to the activities of the Board, and the business of the Agency.
- Ability to develop Power Point presentations for Board and Committee meetings, All Agency meetings, and other presentations as needed.
- Ordering supplies, and maintenance of administrative services supply inventories keeping storage areas organized.
- General physical upkeep of assigned administrative office areas.
- Assist with efficient and necessary central corporate administrative records and file management (both hard and electronic), completing filing and computer data information as needed.
- Departmental processing receipts, collection and coding of bills and verifying expenses of Executive Leadership (i.e., Visa Spend Clarity for Enterprise, BILL.com, etc.)
- Responsible for daily receipt of incoming mail and distribution to appropriate departments.
- Responsible for receipt of incoming checks and daily cash receipt log.
- Support Sr. Executive Assistant with day-to-day administrative tasks for CEO, and Executive Leadership as needed.
- Assist in revising, and editing of executive and administrative services, policies, and procedures.
- Performs all other duties as assigned consistent with scope of work.
Qualifications
- Excellent organizational skills and ability to develop and manage systems
- Ability to interact, communicate, and collaborate with all levels of the organization, external customers, and the Board of Trustees
- High standards of quality in all aspects of Board communication and community relations
- Operate with high level of discretion and confidentiality
- Demonstrate problem solving skills
- Demonstrate ability to work independently
- Strong attention to detail and high level of accuracy in work product
- Advanced computer literacy with proficiency in Word, Outlook, Excel, database programs and strong proficiency in Power Point
- Advanced writing skills including grammar, comprehension and product presentation
- Ability to multi-task and prioritize
- Ability to work some non-traditional hours
- Ability to provide culturally competent services that shows sensitivity to the service population’s cultural and socioeconomic characteristics.
Skills Required
- High School diploma required; AA or BA degree in business administration or a related administrative office management field preferred.
- Five or more years of prior administrative support services in a professional office setting required.
- Valid Michigan driver’s license, with appropriate insurance and ability to travel as needed.
Working Conditions
- Generally working in a professional office environment routinely using standard office equipment such as computers, photocopiers and smartphones.
- Mental demands of this position can be high. Required to perform activities that entail sitting, standing, bending, lifting, and communicating verbally and in writing, use of fine motor skills, driving. Specific vision abilities required by this job include close vision and ability to adjust focus.
- This is a full-time position. Days and hours of work are generally Monday through Friday, hours will vary based on position need.
- Occasional travel for offsite meetings at multiple sites and evening and weekend work may be require as job duties demand.
This description is intended to describe the type and level of work being performed by a person assigned to this job. It is not an exhaustive list of all duties and responsibilities of a person so classified. The employee is expected to adhere to all company policies and perform other duties as assigned for the good of the consumers, the program, the department and the agency.
