Executive Assistant

Title: Executive Assistant

Classification: Full-time, Exempt

Reports to: Chief Executive Officer and Director of Administrative Services

Supervises: None

Date of JD Creation or Revision: 1/13/2025

Annual Salary: 72,000 /year

All Ritter Center positions will require a LiveScan fingerprint background check

Position Description:
The Executive Assistant is an integral support role to the Chief Executive Officer (CEO). This administrative role is responsible for coordinating, organizing, and managing all administrative activities for the CEO or their designee at their discretion, to ensure the organizational effectiveness and efficiency of the agency. The position is responsible for managing a wide range of operational, personnel, compliance, administrative, and executive support-related tasks, and is expected to pro-actively provide support and resources to the CEO. The position requires the ability to work independently with high competency, as well as within a team on special nonrecurring and ongoing projects. Occasional evening hours may be required. The Executive Assistant must have excellent interpersonal skills with all levels of staff and Board members, be exceedingly well organized, able to manage multiple projects at once with ease, and enjoy the challenges of supporting a small organization with diverse people/professionals and demanding clients and patients.

Additionally, this role works closely with the Director of Administrative Services (DAS) to manage the org’s IT, ensuring that all IT, hardware, and software aspects are effectively managed and implemented for all staff and teams. This collaboration provides detailed oversight of all IT equipment and systems to guarantee alignment with Ritter’s HIPAA requirements for privacy, equipment operational excellence, and ensuring the highest level of staff technology usage.

Essential Job Duties and Responsibilities:

Executive Assistant Duties

• Serve as the CEO task manager to maintain efficient and effective workflow
• Coordinate and communicate with the CEO on scheduling of all appointments
• Proofread and edit various CEO documents, reports, staff newsletter, invoices, proposals, etc. and oversee file management of CEO documents
• Act as point of contact between CEO, clients and employees, as requested
• Support CEO-led meetings by creating meeting agendas, goals and related projects
• Support the CEO in recruitment and hiring efforts for C-level roles
• Support CEO with partnering agency initiatives
• Support CEO with Board-adjacent initiatives (Client Advisory Board)
• Act as liaison between CEO and donors
• Gatekeeper to CEO calendar; maintaining significant one-time and recurring calendaring requests
• Aid CEO with maintaining monthly credit card receipts and reconciliation of purchases with Accounting department
• Host luncheons or meetings on behalf of the CEO (order lunch, prepare agenda, schedule conference rooms, be on site to receive lunches, set up, break down)
• Enhance the Leadership team’s effectiveness by providing information, taking meeting minutes, conducting research, preparing letters, policies, and procedures
• Coordinate organization-wide calendars in collaboration with other team administrators
• Partner with the DAS to plan, coordinate, and implement the All-Staff meetings, and partner with Program Managers to facilitate other org-wide internal events
• Partner with the DAS and HR Team to plan, coordinate, and implement the Staff Retreat and Staff Holiday Party
• Act as the liaison to the Board of Directors, which may include management of monthly BOD meetings, taking meeting minutes, facilitating all meeting logistics, managing all communications and scheduling with Board members and committees, compiling Monthly Board Books, and oversight and filing of Board Documents.
• Act as liaison to Board Committees (Finance, Governance, etc.)
• Act as liaison to the Capital Campaign Committee – includes donor meeting scheduling and coordinating.
• Act as liaison between agency and partnering agencies on local, county, and state levels.

Technology Assistant Duties

• Meet weekly with contracted IT support to review and execute ticket resolution
• Meet with the DAS weekly for 1:1 supervision
• Act as a liaison between the agency and vendors, suppliers and contractors of technology services, maintenance and purchases
• Aid the DAS in communicating and troubleshooting on-campus IT issues; document and triage onsite IT needs and personally address appropriate level 1 IT needs
• Create weekly schedule for on-site IT support and act as secondary supervision for contracted IT onsite personnel
• Distribute, assign, inventory, and order Ritter-issued devices, such as laptops and company cell phones
• In partnership with contracted IT, configure and review operationality of new devices; deliver and set up new devices to staff; offer Level 1 device and software training and troubleshooting for staff
• Act as an approachable ‘translator’ for staff; communicate complex IT concepts and updates to staff in layman’s terms while driving engagement
• Independently lead annual reviews of IT equipment, contracts, and agency IT needs, staying up to date in latest upgrades, renewals, and deals with contracts and services provided to the agency
• Maintain and oversee staff cell phones and landlines, as well as phone contracts, including system updates, staff extension assignments, message recordings and troubleshooting
• Train new staff on phone usage; maintain logs of instructions and usage tips
• Coordinate maintenance of printers, copiers, faxes, track and communicate with vendors regarding issues and troubleshooting; order ink and supplies as needed [KB1] [AR2]
• Manage org-wide supply orders and be primary vendor/supplier liaison: manage online accounts (Amazon, Staples, Costco, etc.); coordinate receipt and delivery of all orders placed; track all purchase receipts and submit and reconcile with Accounting team monthly.
• Aid DAS with Monday.com account management and project building, as well as troubleshooting
• Aid Program Managers and admin staff with SharePoint file storage management oversight and troubleshooting

Qualifications:

• Per our Federally Qualified Healthcare Center (FQHC) requirements, employment at Ritter Center requires compliance with being able to produce a negative TB test prior to the start of employment, as well as being fully vaccinated against COVID-19 (unless applying for an exemption) per the August 5th State Public Order for Healthcare Facilities, providers and employees
• Proven work experience as an Executive Assistant or experienced Administrator
• Broad knowledge and skill with varying office procedures with an eye towards process improvement
• Solid experience with office management systems,including the MS Office suite and various other technology tools
• Excellent organizational skills with an ability to think proactively and prioritize work; flexibility to juggle multiple priorities at once
• The ability to troubleshoot and resolve technological issues independently and with appropriate vendors
• Proactive solutions-oriented approach to maintain staff equipment functionality for uninterrupted patient services
• Calm under pressure to resolve unexpected emergencies
• Excellent computer skills and proficient in O365 Cloud Applications, including the use and administration of Excel, Word, Outlook, and Access
• Experience with vendor relations, maintaining contracts, and purchasing on behalf of an organization
• Knowledge and experience with technology and knowledge of the latest hardware and technology products
• Comfortable troubleshooting technology issues,navigating complicated programs, and teaching others technology navigation skills
• Experience with creating and maintaining logs, files, and digital forms
• Familiarity with online calendars and cloud systems
• Strong people skills; ability to work with diverse constituents
• Ability to multi-task and maintain accurate records in varying systems
• Excellent verbal and written communication skills
• Multiple-occurring condition (behavioral health and other) competency and ability to create a welcoming atmosphere for all
• Experience exercising discretion and confidentiality with sensitive organization information
• Use Word, Excel, and PowerPoint software, type, transcribe, design, and/or prepare reports, correspondence, memos, charts, tables, graphs, business plans, and other documents.
• Experienced in Project Management