What are the responsibilities and job description for the Executive Administrative Assistant position at PACE of the Triad?
Date: November 15th, 2024
Position Type: Full Time
Department: Administrative (100)
Location: PACE of the Triad
Requested Start Date: ASAP
Job Summary
Provides secretarial and administrative assistance to CEO and staff; responsible for working independently and using discretion to complete responsibilities in a timely and appropriate manner. Responsibilities also include business and facilities support as well as Coordination of Special Projects.
Specifications
Required Education and Experience: High School Diploma. One year of Administrative Experience. Preferred Education and Experience: Associates degree. Two years of related experience. Licensure, Registry or Certification Required: None.
Knowledge, Skills, and Abilities:
Excellent internal and external customer service skills; Advanced computer skills (Word, Excel, PowerPoint, Microsoft Outlook, Data entry and Publisher); Standard office equipment operation; Establish priorities and handle workflow with frequent interruptions; Ability to work independently; Flexible and able to work well with others; Must possess excellent written and verbal communication skills for telephone and in person interaction. Ability to represent the organization professionally; able to read, write and speak English. With or without reasonable accommodations; must be able to bend, stoop, stretch, stand, and sit for extended periods. Possess sufficient manual dexterity to operate keyboard and other office equipment, sit for majority of assigned work time; ability to lift heavy packages/bundles of approximately 30 pounds.
Key Responsibilities
Executive Administrative Assistance:
- From general direction, composes, edits, signs and sends correspondence.
- Handles sensitive calls, such as fielding compliance concerns/complaints and handles such calls confidentially.
- Coordinates meeting: scheduling, preparing agendas, and distributing agendas, taking minutes and distribution of minutes.
- Coordinate with other agencies and facilities around collaborative projects.
- Prepares reports for the organization.
- Schedules and organizes activities such as meetings, travel, conferences and department activities for CEO, Medical Director, HR Assistant and Director of Community Engagement and Marketing.
- Creates and develops visual presentations for the Leadership Team.
- Establishes, develops, maintains and updates filing system for the CEO and Medical Director. Retrieves information from files when needed. Establishes, develops, maintains, and updates journals and magazines.
- Organizes and prioritizes large volumes of information and calls.
- Drafts written responses or replies by phone or e-mail when necessary. Responds to regularly occurring requests for information.
- Answers phones for CEO. Takes messages or fields/answers all routine and non-routine questions. Works in cooperation with front desk to cover phones as needed.
- Acts as a liaison with other departments and outside agencies, including Board of Directors. Handles confidential and non-routine information and explains policies when necessary.
- Works independently and within a team on special nonrecurring and ongoing projects. Acts as a project manager for special projects, at the request of the CEO, which may include planning and coordinating multiple presentations, disseminating information, coordinating direct mailings, creating visuals.
- Types and designs general correspondences, memos, charts, tables, graphs, business plans, etc. Proofreads copy for spelling, grammar, and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.
- Supports Business Office with administrative finance activities including but not limited to copying check requests, sending to accounts payable travel reimbursement, check deposit support, and documenting credit card expenses.
- Supports Facility Services with office duties including but not limited to assisting with mail duties, opening, and closing blinds, monitoring, and restocking mailroom, copiers, and Janitorial closet.
- Recognizes and responds to staff needs.
