Executive Assistant

Under the direction of the Chief Executive Officer (CEO), is responsible for performing a variety of administrative duties, including, but not limited to, answering the phone, filing, and preparation of standard forms and property/inventory management. Also responsible for processing payment request forms. Responsible for compiling minutes for Board meetings, program director and finance committee meetings. Responsible for keeping material confidential and using independent judgment.

Under the direction of the CEO, performs confidential administrative duties, as needed. Responsible for all Board communications, including meeting notices, agenda setting, minutes and meeting coordination.

Job Responsibilities and Essential Functions (essential functions*):

• Active participation in office management, including handling general clerical tasks*
• Greet and refer clients and visitors.
• Answer the phone, provide and receive information concerning matters related to the Agency in a professional manner.
• Assist other programs with administrative functions, as directed by the CEO
• Order all supplies for the Agency.
• Maintain and update all inventories for the agency.
• Maintain and update the filing system/electronic files
• Assist the CEO with IT, phone and maintenance requests as needed.
• Must maintain confidentiality at all times.
• Provide staff support functions including maintaining the calendar, copying, mailing, faxing, typing and other clerical duties as assigned.
• Responsible for all Board-related meetings and materials. Must attend and compile minutes for all Board meetings and subcommittee meetings as assigned
• Coordination and Oversight for Client Community and Access Team (CCAT) Initiatives*
• Oversee the administrative work of the CCAT as well as work to promote, enhance, and further the work of the CCAT through programming in the community as well as creating policies and procedures to serve the Vineyard community at large and create a revenue-generating program for MVCS *

Other Responsibilities

• Receive, classify and route incoming mail.
• Direct all incoming calls to Agency phone.
• Independently compose reports and correspondence.
• Arrange, participate in, and implement agendas, materials related thereto, conferences, and committee meetings.
• Provide assistance to Program Directors in administrative areas, with the approval of the CEO
• Perform related duties as assigned.

Knowledge, Skills, and Abilities:

• Three to five years of administrative support experience.
• Prior administrative support of a Board of Directors preferred.
• Extensive experience working with all MS Office products
• Friendly disposition and an ability to handle multiple tasks.

Qualifications:

• Requires high school diploma or its equivalent
• Must have valid driver’s license.

The statements contained herein reflect general details as necessary to describe the principal functions of this job, the level of knowledge and skills typically required, and the scope of responsibility, but should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including work in other functional areas to cover absences or relief, to equalize peak work periods, or otherwise to balance the workload.