Description

JOB TITLE: Executive Assistant

REPORTS TO: Executive Director

TIME COMMITMENT: 40 Hours per week

BENEFITS: Eligible

SALARY: DOE

Duties and Responsibilities:

Administrative:

• Greet all visitors as they come in
• Answer phone calls and emails in a timely, friendly, and professional manner
• Route the mail to the proper individuals
• Take messages when needed and make sure appropriate people receive them
• Help parents and consultants in crisis
• Prepare any memos for company and post them as needed, and send to employees
• Maintain filing for all documents in reception area
• Prepare manuals, folders, binders, and files as needed
• Order office supplies when needed
• Send and distribute faxes for owners, therapists, and administration
• Upload all necessary documents to HQ Document Library
• Ensure that every visitor signs the visitor log and signs a confidentiality agreement
• Understand Telos policies and procedures
• Coordinate with and assist the residential, academic, and clinical departments
• Work as an administrative assistant to the Admissions Director
• Help admissions team with tours and admits (keep office and lobby prepped)
• File admissions documents
• Field admissions, and informational calls
• Help with Family Days
• Mail packages and track and route incoming packages
• Keep student admissions and discharge information current

Support the Executive Director:

• Prepare leadership agenda
• Keep TDC minutes
• Remind TDC committee of assignments
• Maintain the Telos Google folders in an orderly fashion
• Help the ED with any assigned projects
• Manages and forecasts the clinical excellence training schedule 

Support the Residential Director:

• Tracks 30,60,90 training with the mentors
• Tracks the mentor monthly hours and career path
• Downloads music for students
• Manages the MP3 system
• Imputing approved phone numbers for students
• Uploading pictures to Telos Connect
• Ship boys belongings when they leave the program

Support the Clinical Director

• Forecasts Special staffings
• Take notes during special staffing
• Manages the group therapy schedule
• Keeps track of treatment team schedules and sends it out
• Tracking and reporting discharge timing and plans, documentation of such
• Orders necessary supplies for Telos Ceremonies

Requirements

 Qualifications:

• Residential experience preferred
• High School diploma, associate’s degree preferred
• Highly organized
• Can use Google forums
• Efficient with email communication
• Flexible
• Problem solver
• Team player
• Ability to follow instruction with exactness
• Ability to manage multiple tasks
• Pays attention to detail
• Can consistently meet deadlines
• High degree of interpersonal skills