Executive Assistant

Executive Assistant

The Executive Assistant will handle a wide range of administrative and clerical support-related tasks, and should be able to work independently with little or no supervision. They will be a highly resourceful team-player, who is comfortable working in a fast-paced environment, sometimes under pressure, while remaining flexible, proactive, and efficient. The individual will have the ability to maintain confidentiality, demonstrate integrity, exercise good judgment in a variety of situations, have strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.

DUTIES AND RESPONSIBILITIES

• Demonstrate outstanding interpersonal skills and preference for collaboration with proven success working with others; ability to work with high profile individuals externally, as well as collaborate internally
• Excellent communication skills to deal with a variety of situations both internally and externally
• Track Directors’ tasks and projects to ensure appropriate prioritization of projects with respect to deadlines and organizational developments
• Maintain an accurate and detailed calendar for the Program Director including but not limited to: managing and logging incoming scheduling requests, re-schedule meetings upon request, proactively communicate changes, and anticipate and respond to scheduling conflicts
• Prepare variety of complex reports to include researching, gathering and compiling information
• Evaluate policies to ensure they are in compliance with company policy, vision and mission.
• Prepare documents, requisitions, resolutions and other correspondence
• Provide information to other divisions involving specialized & technical subject matter
• Assists with the correspondence & resolution of IT & copy machine issues.
• Maintain scheduling calendars for conference & training room areas within La Casa de Sydney.
• Maintain updated and accurate information for all tracking systems including: staff directory, incident reports, individual development plans & supervision completions, disciplinary actions, staff vaccine records, and so on.
• Maintain equipment inventory & processes to ensure equipment integrity.
• Coordinate and organize meetings, including notifications, develop agendas & setup, pre and post meeting correspondence, recording minutes
• Receive and screen communications to Director, including phone calls & greeting visitors
• Assistance with preparation for meetings, teambuilding, and events
• Prepare executive responses to routine memos, letters, or correspondence.
• Assist with facility related tasks such as maintaining expense reports & fuel receipts; booking flights, conferences, & hotels; assist with scheduling medical appointments for clients; maintaining ingoing and outgoing mail; & recognition of staff birthdays & anniversaries.
• Manage reviewing of time report entries for Director’s direct reports
• Assists with interviews & onboarding of new staff including enrollment into the time & key card system as well as setting up voicemails & phone lines with provider.
• Follow up on assignments given to direct reports & provide status reports to Director
• Provide special project leadership and support as needed.
• May assist manager or other staff members with more complex and detailed projects.
• Ensure consistent and efficient interaction with other assistants across the organization; demonstrate poise and tact under pressure and handle matters with sound judgment and confidentiality
• Adhere to TBG policies and procedures as well as safety guidelines and practices at all times and in all situations
• Maintain a clean and safe work area and office
• Maintain strict confidentiality of business, employee and customer information in written and oral communications and safeguard sensitive documents
• Maintain regular attendance; leave schedule should be managed so as to not interfere with ability to accomplish tasks, including special projects and assignments with deadlines
• Other duties as assigned

QUALIFICATIONS

• Must be at least 21 years or older
• Must hold a bachelor’s degree or higher
• Data analysis & a high level of proficiency with computers as well as with MS Excel, PowerPoint, Word and Outlook is critical.
• Strong communication, organizational & writing skills
• Analytical with high attention to detail
• Office management skills with ability to multi-task
• Willing to take initiative and self-directed
• Must be able to carry out designated projects and tasks within a timely manner
• Must pass TB screening and Physical exam
• Must pass all state, federal and company background check , CA/N check, and vetting

PHYSICAL REQUIREMENTS:

• Ability to ascend/descend stairs.
• Ability to lift up to 15 lbs.
• Use of manual dexterity, tactile, visual, and audio acuity.
• Must be able to stand, bend, or stoop for the entire duration of the shift, as necessary.
• In a sudden or emergency event, staff must at all times be physically able to run, jump, lunge, twist, push, pull, and assist evacuating an adolescent to safety.
• Ability to pass a medical examination to determine one’s fitness to satisfactorily and safely care for youth if accommodations are required.
• Able to communicate verbally and listen for constant surveillance of staff activities
• Must be able to work on computer for extended periods of time

TBG is an Equal Opportunity Employer

Job Type: Full-time

Pay: $50,000.00 per year

Benefits:

• Dental insurance
• Employee discount
• Health insurance
• Life insurance
• Parental leave
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

COVID-19 considerations:
All staff must wear face mask inside facility

Ability to commute/relocate:

• Chattanooga, TN 37404: Reliably commute or planning to relocate before starting work (Preferred)

Education:

• Bachelor's (Preferred)

Experience:

• Microsoft Powerpoint: 1 year (Preferred)
• Microsoft Excel: 1 year (Preferred)

Work Location: One location