What are the responsibilities and job description for the Executive Assistant position at Sycamore Rehabilitation Services, Inc.?
Description
Sycamore Services is seeking an Executive Assistant to provide administrative support to the Chief Executive Officer, and other Department Managers at Danville location.
Duties/Responsibilities
Office Administration
Sycamore Services is seeking an Executive Assistant to provide administrative support to the Chief Executive Officer, and other Department Managers at Danville location.
Duties/Responsibilities
Office Administration
- Facilitate day-to-day office operation
- Monitor Executive Director’s and other administrative calendars.
- Provide coverage for reception area and perform front-desk tasks as needed.
- Coordinate and facilitate meetings with external sources for purposes of audits, surveys or other business functions.
- Prepare and process purchase orders as needed.
- Compile and format monthly and annual data for executive review.
- Coordinate office systems to ensure efficiency throughout the agency.
- Collect and distribute information to satellite offices as needed.
- Produce annual report on service data and consumer experiences.
- Assist Executive Director with special projects as assigned.
- Monitor ongoing receipt and processing of waiver-funding documents
- Perform tasks assigned by the Chief Executive Officer.
- Prepare minutes and materials for Board Meetings, Association Meetings and Administrative team meetings.
- Prepare reports or memorandums for external and internal distribution.
- Coordinate and facilitate contracts and grants as requested.
- Collect and report service data as requested by funding sources.
- Support all Program Directors as needed in absence of other Admin support
- Perform other duties as needed.
- Oversee secured areas in the Administrative area.
- Develop and monitor electronic and paper filing systems to retain administrative information in an effective manner.
- Provide support to the Administrative Team during review of policies and procedures, forms, or other materials used throughout the agency.
- Compile program evaluation data and submit to state and federal offices as needed.
- Provide support for electronic systems hardware and software as needed.
- Respond to inquiries regarding staff, agency, programs or services by accessing appropriate resources.
- Utilize Active Directory to assign new network users and monitor security to assure proper access.
- Respond to staff inquiries by providing information or appropriate resources.
- Provide back-up for other Administrative Support Staff as needed.
- Perform other duties as needed.
- Record and confirm incoming checks with bank deposits for cash maintenance reporting requirements.
- Agency Functions
- Act as full-time United Way Liaison, preparing/submitting all necessary reports by posted due dates.
- Coordinate and facilitate fundraising activities.
- Need a strong working knowledge of word processing, databases and spreadsheet software. Knowledge of Windows products preferred.
- Excellent writing and communication skills.
- Good interpersonal skills
- Should possess excellent organization and facilitation skills
- Need a good working knowledge of rehabilitation services and programs
- Ability to be flexible, responsible and a team player.
- Ability to handle front desk and reception responsibilities: multi-task oriented.
- Basic understanding of bookkeeping and accounting principles.
- Bachelor's degree in related field and/or extensive experience as Administrative Assistant.
- Prolonged periods of sitting at a desk and working on a computer.
- Must be able to lift up to 15 pounds at times.
