What are the responsibilities and job description for the Executive Assistant to the Directors position at Transitions Mental Health Asso?

Job Description

Description : Mission Statement :

Transitions-Mental Health Association is a nonprofit organization dedicated to eliminating stigma and promoting recovery and wellness for people with mental illness through work, housing, community and family support services.

Organization Description

Transitions – Mental Health Association is a non-profit agency committed to providing comprehensive mental health services and support to individuals and families by inspiring hope, growth, recovery and wellness in our communities. TMHA has decades of experience with teams of compassionate staff. TMHA is a driving force in improving mental health and wellness in our communities and a supportive and inclusive work environment that values diversity and individual contributions.

Position Title : Executive Assistant to the Directors

Program : Administration

Position Summary

Reporting to the Deputy Director, the Executive Assistant provides executive level support to all of the TMHA Directors. The Executive Assistant must be creative and enjoy working within a mid-sized, mission-driven nonprofit environment that is results-driven, fast-paced and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations. This position requires strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Hours / Salary

Full-time, non-exempt position.40 hours per week Includes a generous individual benefits package that includes health, dental, vision, life, 403b retirement (with up to a 5% employer match) paid vacation / holiday time, and paid sick time. Anticipated hiring range is $28.00-$32.00. (

Full Salary Schedule $28.00-$32.00 per hour).

Employee Perks / Work Culture

A few of our helpful employee benefits include an employer paid subscription to the CALM App, membership discounts to various local fitness centers, as well as a voucher to Sycamore Mineral Springs for discounts. We offer years of service gift cards to businesses of your choice. We offer gift cards for walking, biking, or carpooling to work as well as 20% discount for shopping at our Growing Grounds Downtown Store / Nursey / Farm. We host two employee appreciation events for employees and their families yearly. We practice Trauma Informed Care Principles, Guidelines for Collaborative Conversations, and encourage the use of pronouns. We mindfully promote equality, respect and diversity of race, gender, sexual orientation, religion, ethnicity, national origin, and all the fascinating characteristics that make us different! TMHA is also a pet friendly workplace (upon approval)!

To Apply

TMHA employees may submit an internal application to their supervisor. Outside applicants must complete a TMHA application on our website www.t-mha.org to be considered for interview. OR you may copy and paste this link into your browser : https : / / recruiting.paylocity.com / recruiting / jobs / All / 1e43d805 -64eb-4f13-bba2- 3b8d7afc6be0 / Transitions -Mental-Health-Asso

Responsibilities and Duties :

With guidance and support from the Deputy Director, the Executive Assistant completes administrative tasks for the Directors including : scheduling meetings and managing calendar of appointments; composing and preparing correspondence; arranging committee meetings, logistics, and agendas; taking and transcribing meeting minutes; compiling of documents for meetings and coordination of meeting snacks, lunches, dinners.

Communicates directly, at the direction of the Deputy Director and other Directors, with community partners, contractors, staff, and others, on matters related to the agency’s programmatic initiatives.

Researches and follows up on incoming issues and concerns identified by the Deputy Director and other Directors, including those of a sensitive or confidential nature. Collaborates with the Deputy Director to provide an appropriate course of action, referral, or response.

Provides a bridge for smooth communication between the Directors and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.

Works closely and effectively with the Deputy Director providing support, maintaining calendared commitments and responsibilities with appropriate follow-up. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the Deputy Director updated.

Provides leadership to build relationships crucial to the success of the organization, and tracks a variety of special projects, some of which may have organizational impact.

Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the Directors’ ability to effectively lead the company.

Prioritizes conflicting needs in conjunction with the Deputy Director; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.

Provides relief support to the Executive Assistant to the Executive Director and front reception staff to cover for out of office, vacations and as needed.

10. Promotes, encourages and maintains trauma-informed practices in all services and activities.

11. Practices and promotes, both individually and in team meetings, TMHA’s Guidelines to Collaborative Communication in order to facilitate clear, empathetic and person-centered communication.

12. Participates as an adjunct member of the Administrative Team.

With guidance from the Deputy Director, assists in coordinating the agenda and logistics of agency committee meetings.

Facilitates cross-divisional coordination of meetings and other needs.

Edits written communications to external partners such as funders, elected officials, donors and supporters.

Supports Directors activities and involvement in community Board of Directors memberships, advisory committees, SLO and SB County Behavioral Health Boards, Community Foundations, speaking requests and other community connection.

Follows up on contacts made by the Deputy Director and other Directors, supporting the cultivation of ongoing relationships.

Job Environment :

1. Moderate to substantial physical activity. May include moving or lifting up to 50lbs.

2. Involves moderate risks that require safety precautions and the risk of exposure to potentially intense situations.

3. Active, busy, professional environment with frequent spoken and written interaction with colleagues, staff, and community members.

Requirements :

Minimum Requirements Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail. Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners, government officials and donors. Expert level written and verbal communication skills. Demonstrates proactive approaches to problem solving with strong decision-making capability. Emotional maturity. Highly resourceful team player, with the ability to also be extremely effective independently. Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer / client service and response. Proven ability to achieve high performance goals and meet deadlines in a fast-paced environment. Forward looking thinker, who actively seeks opportunities and proposes solutions. Education and Experience Requirements : High School diploma or equivalent. Strong work tenure : at least 3 years of experience supporting Senior Level Executives, preferably in a non-profit organization. Experience and interest in internal and external communications, partnership development, and fundraising. Proficient in Microsoft Office and Teams (Outlook, Word, Excel, and Power Point), Adobe Acrobat, DocuSign, Paylocity, Sage, Zoom, and Social Media web platforms. Knowledge of TMHA programs helpful. Friendly and welcoming demeanor. Strong interpersonal skills, collaborative work style and strong oral, written, and communication skills. Well defined organizational and time management skills. Ability to work independently and flexibly. Ability to handle intense situations, display good judgment and decision-making skills, and remain calm and clearheaded under pressure. Able to work effectively with a variety of people and personality types regardless of age, ethnicity, race, religion, sexual orientation, gender identity / expression or socio-economic level. Ability to work well within a team and maintain a professional, respectful attitude in the workplace. Ability to work with supervisor oversight and direction. Ability to mindfully promote equality, respect, and diversity of race, gender, sexual orientation, religion, ethnicity, national origin, and all the other fascinating characteristics that make us different. Demonstrate the ability to successfully deliver culturally responsive services. Knowledge of the various dimensions of diversity including mental health, gender, race and ethnicity. Ability to possess and maintain good physical and mental health. Ability to work well within a team and maintain a professional, respectful attitude in the workplace. Ability to be willing to work with supervisor oversight and direction. Attendance is an essential function of this job that requires face-to-face interaction with clients and / or other employees. Must use reasonable precaution in the performance of one’s duties and adhere to all applicable safety rules and practices while acting in such a manner as to assure at all times, maximum safety to one’s self, fellow employees, clients, and other persons contacted through TMHA business. Conditions of employment include : Must be at least 18 years of age; possess a valid CA Driver’s License, at least 2 years driving experience, and DMV driving record that meets TMHA’s current vehicle insurance requirements. May be required to utilize personal reliable vehicle and auto insurance. Must comply with a TB assessment (possibly a TB test if needed to confirm a negative tuberculosis result) and receipt of a criminal record clearance through fingerprinting. Must be able to successfully complete First Aid and CPR training.

Physical Demands :

Seeing

Hearing

Speaking

Stooping / Bending

Moving around office

Moving between offices / clients

Driving

Climbing

Lifting / carrying heavy items

Computer use

Pushing / pulling / dragging items

Standing for long periods

Working outside

Using hands / fingers

Salary : $28 - $32

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