What are the responsibilities and job description for the Executive Assistant position at ViVOtech?
Description
WHY WORK AT YFA?
We tackle some of the world's toughest problems. Our employees are an incredible group of compassionate, committed individuals, drawn by the opportunity to make a difference. Year over year, our employees report they are proud to work here and are willing to go above and beyond in service of our mission to create a safe, nurturing environment for children.
Youth and Family Advocates (YFA) was founded in 1970. Our purpose and role is to serve children and families in crisis, providing programs that encourage healing, restoration, and success for those we serve. This is why “Family” is our middle name! Our hardworking 350 team members work in partnership with communities and families, providing a full range of services across the state of Florida.
No matter the role, we believe every team member at YFA has a critical role in supporting our children and our communities and we constantly strive to ensure a positive, purpose-driven, dynamic work environment for you to learn, grow and meet your fullest potential.
Put your talents to use in a culture of care where you can make the world a better place.
YOUR ROLE: The Executive Assistant provides administrative support to the two senior leadership chiefs and is responsible for managing the senior leaders’ calendars, travel and meeting arrangements, preparing reports, and other high level or special assignments.
What You Will Do
At YFA, we are as dedicated to our team members as we are to our mission! YFA provides:
Youth and Family Advocates is committed to fostering a trauma informed workplace culture, to include a commitment to ensuring that employees interact with children, families, and each other in ways that promote healing, resiliency, and responsiveness to the impact of trauma in the lives of individuals.
Youth and Family Advocates is an equal opportunity employer and is committed to providing equal employment opportunities to all individuals regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, genetic information, or any other characteristic protected by federal, state, or local laws. We adhere to the principles of affirmative action and strictly prohibit any form of discrimination or harassment based on these protected characteristics.
Youth and Family Advocates comply with applicable federal, state, and local laws governing nondiscrimination in employment. This commitment extends to all aspects of employment, including recruitment, selection, promotion, transfer, training, working conditions, compensation, benefits, and other privileges of employment.
Youth and Family Advocates are committed to promoting a healthy and safe work environment, which is why we always maintain a smoke-free workplace. All forms of tobacco or vaping products of any kind at any time on our premises. Smoking is prohibited in all indoor areas, as well as outdoor spaces. Individuals must leave our campus, which includes our parking lots and other public areas, to smoke, vape, or use smokeless tobacco.
Requirements
WHAT YOU NEED:
WHY WORK AT YFA?
We tackle some of the world's toughest problems. Our employees are an incredible group of compassionate, committed individuals, drawn by the opportunity to make a difference. Year over year, our employees report they are proud to work here and are willing to go above and beyond in service of our mission to create a safe, nurturing environment for children.
Youth and Family Advocates (YFA) was founded in 1970. Our purpose and role is to serve children and families in crisis, providing programs that encourage healing, restoration, and success for those we serve. This is why “Family” is our middle name! Our hardworking 350 team members work in partnership with communities and families, providing a full range of services across the state of Florida.
No matter the role, we believe every team member at YFA has a critical role in supporting our children and our communities and we constantly strive to ensure a positive, purpose-driven, dynamic work environment for you to learn, grow and meet your fullest potential.
Put your talents to use in a culture of care where you can make the world a better place.
YOUR ROLE: The Executive Assistant provides administrative support to the two senior leadership chiefs and is responsible for managing the senior leaders’ calendars, travel and meeting arrangements, preparing reports, and other high level or special assignments.
What You Will Do
- Partner with YFA in gathering documentation for the submittal of re-licensure for all YFA locations.
- Tracks employee anniversaries and provides YFA swag as identified by the SOP for recognition and retention
- Schedules meetings and appointments and otherwise manages calendars.
- Organizes Inbox, responds to emails, and drafts correspondence on behalf of senior leadership, as requested.
- Coordinates travel arrangements (flights, conference registration, hotel reservations, etc.) and tracks expenses.
- Takes minutes for various chief meetings, prepares agendas, and distributes materials and information for upcoming meetings.
- Develops and distributes correspondence and other documents, as requested.
- Creates and distributes reports and presentations, as requested.
- Prepares and processes expense reports, and uploads credit card receipts for chief officers.
- Processes and obtains approval signature on various invoices for chief officers.
- Serves as designated agency authorized agent for managing office supplies.
- Handles delegated high-level tasks and major projects, as assigned by the two chiefs.
- Assists with company retreats, conferences and other special events.
- Always maintains confidentiality and functions in a way that supports the Agency’s mission, vision and operational objectives.
- Performs other duties as assigned by senior leadership.
- Embraces the core values and mission statement of the agency.
At YFA, we are as dedicated to our team members as we are to our mission! YFA provides:
- 13 Days of PTO, Incrementally Increasing Annually
- 13 Paid Holidays
- 5 Days Parental Leave
- Medical, Dental, and Vision Insurance
- Short-Term Disability and Long-Term Disability
- Supplemental Accident, Critical Illness, and Hospital Indemnity Insurance
- Paid Life Insurance
- Legal Services
- ID Monitoring
- Pet Insurance
- Employee Assistance Program
- Tuition Reimbursement
- Milage Reimbursement
- Immediate eligibility for 403b Savings Plan with match after 12 months
- Continuous training and professional development opportunities
Youth and Family Advocates is committed to fostering a trauma informed workplace culture, to include a commitment to ensuring that employees interact with children, families, and each other in ways that promote healing, resiliency, and responsiveness to the impact of trauma in the lives of individuals.
Youth and Family Advocates is an equal opportunity employer and is committed to providing equal employment opportunities to all individuals regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, genetic information, or any other characteristic protected by federal, state, or local laws. We adhere to the principles of affirmative action and strictly prohibit any form of discrimination or harassment based on these protected characteristics.
Youth and Family Advocates comply with applicable federal, state, and local laws governing nondiscrimination in employment. This commitment extends to all aspects of employment, including recruitment, selection, promotion, transfer, training, working conditions, compensation, benefits, and other privileges of employment.
Youth and Family Advocates are committed to promoting a healthy and safe work environment, which is why we always maintain a smoke-free workplace. All forms of tobacco or vaping products of any kind at any time on our premises. Smoking is prohibited in all indoor areas, as well as outdoor spaces. Individuals must leave our campus, which includes our parking lots and other public areas, to smoke, vape, or use smokeless tobacco.
Requirements
WHAT YOU NEED:
- High School Diploma or Equivalent or Associates degree in Business Administration or related discipline (preferred)
- Minimum of five (5) years of related work experience
- Proficiency in Microsoft Suites.
