Executive Secretary

GENERAL DESCRIPTION: 

Performs executive level administrative work involving general management details for administrative directors and the CEO’s office. Performs a variety of administrative duties requiring a comprehensive knowledge of the agency and the exercise of independent judgement and action to support internal agency, Corporate Board, and Senior Staff tasks. 

POSITIONS SUPERVISED: 

None 

ESSENTIAL DUTIES AND RESPONSIBILITIES:  

1. Screens calls and visitors for the CEO/Medical Director.
2. Schedules appointments for the CEO/Medical Director and Senior Staff as needed; maintains calendar of CEO/Medical Director..
3. Prepares and/or composes written and electronic correspondence, reports, meeting minutes and other communications for the CEO and Netcare Senior Staff. Proofreads and makes corrections as needed.
4. Prepares electronic information for Corporate Board meetings, Foundation Board meetings, and advisory group meetings for both Foundation and Corporate Boards.  Prepares minutes of Corporate and Foundation Board meetings.
5. Maintains corporate files and forms, including:
6. Numbering forms and maintaining an index of all forms
7. Mass text input for further editing by Development and Public Relations staff
8. Regular review and cleanup of active and inactive forms
9. Communicates decisions, assignments and directives to appropriate staff.
10. Enters client satisfaction survey data, provider satisfaction survey data, and client outcome survey data.
11. Attends to the administrative tasks involved in Netcare’s TDD license.
12. Manages Senior Staff calendar invites, the electronic media needed for the meeting, and takes minutes.
13. Manages the annual Agency Service Plan (ASP) communication, construction, and submission.

1. Updates internal and external Netcare Call Lists and Call Schedules.
2. Manages OhioMHAS/Franklin ADAMH Hospital Access Funding reporting and communication, as well as any successor programs as they may arise.
3. 
   

ESSENTIAL KNOWLEDGE, SKILLS AND ABILITIES: 

1. Ability to type with both speed and accuracy.
2. Proficient use of Microsoft Office 365 (Word, Excel, Outlook, and PowerPoint), applicable portions of payroll system, and Netcare’s websites.
3. Ability to handle sensitive inquires from and contacts with other employees and general public.
4. Ability to proofread materials, recognize errors and make corrections.
5. Ability to take sufficient notes at meetings to prepare an accurate record of events. 
6. Ability to communicate well enough to converse with clients or other employees in person or over the telephone for a majority of the time.
7. Ability to work in an open or closed environment which may include sitting at a desk for a majority of the time.

MINIMUM QUALIFICATIONS: 

Minimum Associate degree in a related field, plus three years related experience