Executive Assistant to CEO

TOBOLA Health Care Services Inc.

JOB DESCRIPTION

POSITION TITLE

EXECUTIVE ASSISTANT

JOB CODE

REPORTS TO

CHIEF EXECUTIVE OFFICER

Job Summary

The Executive Assistant supports TOBOLA’s executive-level leadership with dedicated executive administration and support of scheduling, travel plan, departmental event coordination, and streamlining administrative processes. This role will include frequent communication and interaction with senior-level personnel, Directors, Board members, and external collaborators and contacts to assist with departmental objectives.

The Executive Assistant also liaise with the external community implementing the strategic use of communication vehicles to advance the mission of TOBOLA Health Care Services Inc; advising the Chief Executive Officer (CEO) on communication issues; serving as a liaison on community events, organizations, committees, political organizations and facilitating proactive relationships between TOBOLA and the broader IDD community. The Executive Assistant coordinates recommendations to the CEO relative to public relations and functions attended on the behalf of TOBOLA. The Executive Assistant performs other duties and assumes other responsibilities assigned by the CEO.

Essential Job Responsibilities

• Acts as advisor to the CEO on all matters relating to assigned areas of responsibility for the purpose of providing information to meet TOBOLA goals and objectives.
• Attends TOBOLA board meetings, DDDS, A.N.D, community organizations for the purpose of developing a TOBOLA presence in the community and serving as a liaison between external stakeholders and TOBOLA.
• Collaborates with internal (CEO) and external stakeholders for the purpose of building effective communication, enhancing relationships, and ensuring a high quality of customer service to achieve district goals and objectives.
• Recommends responses and action plans as a result of interacting with the external stakeholders ensuring effective communication practices to meet district strategic goals and objectives and to provide TOBOLA visibility.
• Plans, and/or coordinates various system wide TOBOLA activities (e.g. community outreach, media/public relations functions, etc.) for the purpose of enhancing community relationships, improving customer service programs, and promoting a positive public image.
• Participates in identifying, development and opening of a new program site.
• Coordination of meetings, creating PowerPoint presentations, coordinating monthly reporting, use of Excel spreadsheets and ordering equipment, etc.
• Manages all social media presence to include but not limited to Facebook, Twitter, Instagram, etc.
• Designs in conjunction with the CEO and Board the implementation and solicitation of feedback from external stakeholders for the purpose of improving services and programs provided and forecasting future needs of the TOBOLA and community.
• Contributes to the promotion of various TOBOLA programs and events (e.g. public relations program, community relations, Potential clients meet and greet, Staff and Client Achievement Awards, TOBOLA and Program specific recognition, etc.) for the purpose of communicating and implementing TOBOLA mission, vision, and culture with internal and external stakeholders.
• Prepares and delivers written and oral communication to a variety of stakeholders (e.g., Board members, DDDS, etc.) for the purpose of identifying issues and recommendations and serving as a TOBOLA representative.
• Provide executive leadership with extensive and continuous calendar management, domestic and international travel management, expense management, event registrations and detailed meeting plan management, and all other executive support.
• Recommends a variety of communication mechanisms for TOBOLA communication to stakeholders for the purpose of providing a creative and innovative venue to convey TOBOLA activity clearly and accurately in alignment with TOBOLA mission, vision, goals, and objectives.

SPECIFIC SKILLS AND RESPONSIBILITIES ESSENTIAL JOB FUNCTIONS

• Proficient in MS Office Suite
• Thorough knowledge of the principles and practices of public relations and communications programs and/or marketing campaign strategies.
• General knowledge of personnel policies.
• Ability to maintain complete and accurate records and statistics and to develop meaningful reports from that information.
• Ability to effectively express ideas orally and in writing.
• Ability to make oral presentations before large/small groups of people.
• Ability to exercise considerable tact and courtesy in frequent contact with internal and external customers.
• Ability to establish and maintain effective working relationships as necessitated by work assignments.

WORK ENVIRONMENT

The Executive Assistant environment may vary widely each day. He/she may function within the office or in the community. He/she may drive a vehicle to support the community activities of the company, or a person supported; the vehicle may be TOBOLA or the employee’s personal vehicle. Such activities may include, but not be limited to, shopping, attending meetings, athletic activities, concerts, rallies, or religious services. He/she will be expected to travel for business or with a person supported both in and out of state.

Hazardous material exposure is generally limited to those found in regular workplace including household items such as cleaning items.

REQUIRED TRAININGS

The Executive Assistant will maintain all state and TOBOLA mandated trainings related to his/her job functions as per TOBOLA policy.

PHYSICAL REQUIREMENTS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the position. Reasonable accommodation may be made to enable employees with disabilities to perform the essential functions.

• The ability to physically assist people out of a structure in the event of an emergency.
• Communicate effectively using English both verbally and in writing
• Sufficient strength to lift up to 50 pounds for intermittent/ occasional periods and as necessary so as to, for example, carry several bags of groceries
• Sufficient dexterity to operate standard business equipment and other specialized equipment
• Vision for everyday reading and the ability to drive as determined by each state.
• Stand/sit for extended periods of time, possibly up to 6 hours at a time.
• Bend to the floor
• Reach above waist level for example, to put supplies away on a shelf
• Twist at the pelvis
• Climb stairs
• Walk ½ mile
• Move without restriction to perform essential job functions

Minimum Qualifications

Education and Experience

• Associate degree in Business Administration or a concentration in Humanities and social sciences (Preferred)
• High school diploma with 2 years’ experiences as Administrative Assistant or other office administrative job
• 3 years working in human services, preferably with adults or children with disabilities
• High school diploma, or equivalent with 3-5 years progressive experience in human services

Job Type: Full-time

Pay: $35,328.90 - $45,000.00 per year

Benefits:

• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Paid time off
• Referral program
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Work Location: In person