Executive Assistant, Business Development, Office admin

About Us
Residential Community for Intellectually Disabled

We offer mental health, developmental disability, and Community support services to children and adults in Delaware county and the surrounding counties.

Line of Business: Mental health Services

This position provides the opportunity for a highly motivated and organized individual to work with an executive

This position will provide diverse, high-level administrative and operations support to the Agency and Executive. The role will ensure follow-up actions take place at all key strategic planning and management meetings and serve as a trusted partner and liaison to the management team

You will become the right hand of your executive, always anticipating their needs, requirements and constantly being one step ahead of the game. You will manage and provide high level executive administrative support to assist in creating a people first environment throughout the organization.

Beyond that, you will handle impactful projects and become deeply involved in agency strategic goals

Responsibilities

Support to the CEO - 50%

• Provide high-level administrative support including managing an active calendar of meetings, completing expense reports, and arranging travel plans. Assist with managing high volume of email by prioritizing and alerting the executive of urgent matters. Use discretion to keep the CEO apprised of deadlines and escalate urgent matters as necessary.
• The EA will review CEOs expense reports and procurement requests for compliance and accuracy for the CEO’s final approval.
• Plan and prepare the CEO for internal and external events (Leadership Retreats, Board Meetings, external meetings, and country visits), including developing briefing materials, talking points, and presentations.
• Conduct research and gather information as required to support executive decision-making.
• Triage internal and external meeting requests and support meeting participation through briefings and agenda setting as needed.
• Assist CEO in planning: manage invitations and correspondence; select participants, draft meeting agendas, take meeting notes; compile, file, and disseminate meeting documentation to participants.
• Prepare professional and confidential correspondence. Use judgment to draft correspondence for CEO when needed and appropriate. Prepare other communications, presentations, reports, and notes and maintain related files on SharePoint.
• Serves as the liaison between the Executive Office and other departments and functions, including interfacing on special projects.
• Follow up with interfacing teams to ensure completion of previously agreed action items
• Analyzes work flows and makes recommendations for streamlining or improving the process.

Team Support - 50%

• Establish and maintain effective working relationships with the Teams to support organizational initiatives and projects.
• Respond to internal and external requests for coordination and task management assistance.
• Lead the planning and execution of Agency-related events
• Collaborate with various team leaders as needed to facilitate cross-department communication.
• Coordinate and manage meetings.
• Provide support for HR-wide internal communications.
• If requested, attend meetings, and take minutes of action points; compose minutes for dissemination, and track action points for follow-up.
• Answer phone inquiries, direct calls and provide basic company information
• Perform clerical duties, take memos, maintain files, and organize documents; photocopy, fax, etc. as needed
• Payroll
• Verify residents progress notes
• Assist in planning company events, meetings, luncheons, and employee team building activities or special projects
• Develops and implements records management programs for filing and retrieval of records.
• Manage minor agency real estate transactions for instance Lease dissemination, maintaining insurance on properties
• Interview and hire new staff and retrieve needed documentation and administer staff training

Job Types: Full-time, Part-time

Benefits:

• 401(k)
• Flexible schedule
• Paid time off
• Retirement plan
• Tuition reimbursement

Schedule:

• 12 hour shift
• 8 hour shift
• Weekends as needed

Application Question(s):

• Have you ever been convicted of a crime?

Education:

• Associate (Required)

Experience:

• Microsoft Office: 2 years (Required)
• Administrative experience: 1 year (Required)
• Admin: 1 year (Preferred)

License/Certification:

• Driver's License (Required)

Work Location: In person