Executive Administrative Assistant jobs in Springfield, MA

General Description:

The Executive Administrative Assistant will organize, coordinate and implement office protocol for the executive suite to ensure order, efficiency and consistency of day-to-day tasks. Responsible for providing support to members of the Executive Team, including President/CEO in the absence of Chief of Staff (COS), developing intra-office communication protocols, streamlining administrative procedures, project management, event planning and execution, and arranging travel, when applicable.

 Reports to:    Chief Operations Officer

 Supervises:    N/A        

 Salary/Status: Non-exempt       

 Minimum Requirements:

• Associates Degree or equivalent work experience
• Detail-oriented and professional
• Exceptional communication skills
• Extremely proficient with Microsoft Office Suite
• Knowledge of standard office administrative practices and procedures
• Ability to work independently and reliably
• Flexible and adaptable in various situations and when interacting with many different personalities
• Ability to organize and prioritize tasks including delegation of tasks when appropriate
• Knowledge of, or ability to quickly acquire, familiarity with the roles and function of the assigned department, and any specifically applicable laws or guidelines.

 Principle Responsibilities

•  Provides high-level administrative support to the executive team including President/CEO in the absence of COS.
• Manage office operations, using discretion regarding information, problems, and reports.
• Assist in the coordination of events for external audiences, i.e. funders, patients, legislators, government officials, community organizations, etc.
• Facilitate development of plans related to assigned projects and manage them from initiation to completion:
  1. Strategically create project plans, creating a timeline and setting benchmarks
  2. Monitors all moving parts of the project keeping them synchronized and moving forward
  3. Prepare, organize, and distribute all necessary project materials
  4. Budget forecast and assess possible project risks and setbacks
  5. Communicate pertinent information between management and staff
  6. Analyze project data and produce progress reports
• Prepares, edits and collates packets for the Finance committee monthly meetings, (e.g. agency report, financial information, etc.), including confidential materials.
• Attends all finance committee, preparing minutes, and coordinating and scheduling special meetings as requested.
• Collects requested data and information from various sources including email and other correspondence, meeting minutes and records, and other documents; prepares summaries of findings and/or other related written correspondence as requested.
• Compose letters, memoranda, and other miscellaneous correspondence as needed.
• May conduct research (within skills and expertise) to assist with projects or inquiries.
• Coordinates and schedules travel, meetings, and appointments.
• Cooperates with monitoring and audit functions and investigations.
• Participates, as requested, in process improvement responsibilities.
• Welcome and directs visitors and clients.
• Answers and transfers phone calls, screening when necessary.
• Performs other general clerical and secretarial duties as requested, which may include record-keeping, maintaining office supplies and coordinating equipment maintenance, and handling packages and correspondence.
• Complies with agency’s Mission.
• Must maintain appropriate attendance.
• Performs other related duties as assigned.

 Working Conditions:

 1.  This position may require the ability to work long and arduous hours.

 This position requires compliance with Caring Health Center’s compliance standards, including its Standards of Conduct, Compliance Program, and policies and procedures. Such compliance will be an element considered as part of the regular performance evaluation.