What are the responsibilities and job description for the Executive Assistant position at Sycamore Rehabilitation?
Job Description
Job Description
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
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
Administrative Team Support
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.
Information Management
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.
Administrative Team Liaison
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.
Requirements :
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.
Education and Experience :
Bachelor's degree in related field and / or extensive experience as Administrative Assistant.
Physical Requirements :
Prolonged periods of sitting at a desk and working on a computer.
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