Executive Assistant

Executive Assistant Position Posting

Title: Executive Assistant.

Location: Plainwell, MI.

Position Type: At-will, non-exempt, hourly.

Salary Range: $39,520 to $47,840 depending upon experience and education.

Reports To: Executive Director.

Posting Period: Feb. 5 through Feb. 12, 2025.

Pine Lake Fund is a non-profit organization established in 1981. We collaborate with individuals with disabilities to overcome barriers by providing and developing resources to increase the individual’s access to, and success in, postsecondary educational experiences and employment.

We take the broadest possible view of diversity.

· Pine Lake Fund strives for inclusivity in all areas of our board and committee membership, employees and all applicants for employment, volunteers and partnerships. This includes prohibiting discrimination and celebrating diverse identities, including but not limited to, disability status, age, geography, national origin, ancestry, race, ethnicity, religion, sex including pregnancy or parenting, family and marital status, sexual orientation and identity, gender expression, military status, political affiliation, and genetic information.

We value the visible and invisible qualities that make you who you are.

· Every person brings a unique perspective and experience to advance our mission and progress our vision of a future where individuals with disabilities succeed in postsecondary educational experiences and employment that lead to fulfilling their goals.

We believe that all stakeholders should have equitable access to competitive employment through career path education or training.

We strive to include diversity, equity, and inclusion practices at the center of our daily work.

We commit to using these practices for our business and our communities.

General Summary

This position involves strong interpersonal, communication, and organizational skills for effective planning, prioritizing, and executing tasks in a timely manner. The position requires the ability to take initiative and work to anticipate the needs of the executive director to support their work. Professionalism and flexibility to adapt to the changing needs and priorities of a growing organization are essential.

The position requires adaptability to fill in occasionally as needed within multiple positions within the organization including the positions of skills trainer and disability partner services specialist. Both of these roles require partnering with individuals with disabilities to reach their postsecondary education and employment goals.

Position Responsibilities

Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the executive director.

• Serve as a liaison on behalf of the executive director to the board of directors, board committees, and internal leaders.

• Provide logistical and organizational support to the executive director, board of directors and committees, including managing correspondence, preparing reports, and taking minutes during meetings.

• Screen, direct, respond to, and prioritize calls and correspondence, facilitating the smooth exchange of information as a first point of contact for staff, board members, and external partners. Organize and coordinate executive outreach and external relations efforts.

• Plan and oversee logistical arrangements for meetings, including space and facility needs, meals and refreshments, supplies, and technology.

• Compose and edit and format documents, reports, agendas, and presentations.

• Assists with the systemic process of project management.

• Support financial transaction implementation including invoicing and receipt of revenue and preparing expenses for payment.

• Monitor and track expenditure adherence to the board-approved budget.

• Organize and maintain financial records as the designated keeper of records.

• Perform other duties as assigned by the executive director.

Substitute for Direct Service Positions

• Skills Trainer.

• Monitor participants’ work performance and provide feedback and redirection prompts when needed.

• Provide proper documentation for participant reports regarding work performance.

• Ensure safety is maintained in the work environment and during transport, if applicable.

• Understand and adhere to established agency policies and procedures. This includes but is not limited to:

a. Attending agency and program orientation sessions as needed.

b. Completing observations of participants along with providing individual feedback to each participant during the course of employment.

c. Demonstrating competency in completing required forms; time reporting; and daily, weekly, mid-session and final reports.

d. Submitting morning attendance check-ins.

• Consistently model appropriate work skills and hold participants to the same expectations.

• Secure a substitute if Skills Trainer must leave early or is absent. Inform supervisor.

• Provide services to participants in alignment with the Pine Lake Fund view of inclusion as stated above.

• Contact your supervisor with as much notice as possible if unavailable to cover your shift.

• Maintain and model positive, professional working relationships with participants, vocational rehabilitation counselors, worksite staff, and other agency staff.

• Accept and integrate supervision. These responsibilities include, but are not limited to:

a. Following the program administrative staff instructions, directives and procedures.

b. Monitoring by case notes and monitoring checks.

c. Following supervisor instruction/directions regarding service provided to participants as monitored by case notes and supervisor evaluations.

Disability Partner Services Specialist.

o Receive MRS authorization and communicate with the MRS customer(s) and possibly their families to learn about them, establish first workshop session needed, and schedule meeting and format for the meeting.

o Present curriculum to customers individually and/or in groups in-person and virtually.

o Advocate with and for customers in regard to employment and education goals including job development, job coaching / skills training, and pre-employment transition services.

o Provide email updates to the MRS vocational rehabilitation counselor(s) as requested.

o Maintain accurate case notes that may be shared with the customer, families, MRS vocational rehabilitation counselor, and the Pine Lake Fund executive director.

o Partner with MRS customers and assure their voice is primary when presenting curriculum that is tailored to their individual goals for their postsecondary education and employment.

o When learning from the MRS customers, give attention not only to their stated goals, but also areas in their lives, where development will be beneficial to attain those goals. Advocate for the development.

o Adhere to the MRS authorizations and communicate any requests for changes with the MRS vocational rehabilitation counselor.

o Attend required professional development opportunities to continue growth and stay current on best practices.

Education

• Bachelor’s degree in a related field from an accredited college or university or potentially a combination of education and experience.

Requirements and Skills

• Demonstrated interest, insight, and respect for partnering with people from historically underrepresented groups including people with disabilities.

• Able and knowledgeable to cope calmly with emergency situations (i.e. accidents, basic first aid, seizures, behavioral incidents, etc.).

• Exhibits high levels of patience and a positive attitude toward developing participant employment skills.

• Willing to work cooperatively with supervisor, colleagues, work site staff, and vocational rehabilitation counselors.

• Strong skills in communication, organization, and office technology and ability to adapt to new technologies.

• Ability to problem solve.

• Ability to maintain confidentiality.

• Possess and maintain a valid Michigan driver’s license.

Pass a Background Check that meets Pine Lake Fund requirements.

• Pass a motor vehicle check to assure that the Pine Lake Fund insurance will cover you as a driver.

• Detail-oriented with ability to keep accurate and comprehensive records.

• Team-oriented.

To apply, submit cover letter and resume to the Pine Lake Fund executive director, Dr. AhNee White at DrAhNeeWhite@pinelakefund.org Call 269-598-0636 with questions.

Job Type: Full-time

Pay: $39,000.00 - $47,840.00 per year

Benefits:

• Employee assistance program
• Health insurance
• Life insurance
• Paid time off

Schedule:

• Day shift
• Monday to Friday

Application Question(s):

• Do you have a bachelor's degree or equivalent skills and experiences?

Work Location: In person

Salary : $39,000 - $47,840