1 Executive Office Coordinator Job in Malden, MA
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Casa Esperanza, Inc. is Hiring an Executive Office Coordinator Near Malden, MA
About Casa Esperanza
About the role
The Executive Office Coordinator (EOC) supports the administrative offices and the Executive Team of Casa Esperanza, Inc. under the direction and supervision of the Chief of Staff in a fast-paced, high-growth environment. The EOC will be responsible for all logistical coordination of calendars and communication across many parties (including internal teams and external stakeholders) and perform a wide range of complex administrative and secretarial duties. This employee will have significant access or exposure to confidential information concerning labor relations matters or management's position on personnel matters. Duties performed require considerable confidentiality, initiative, tact, and mature and independent judgment. The EOC plays a key role in supporting the work of the Executive Team and requires an advanced capacity for adaptability, flexibility, dependability, and accountability. A high degree of professional independence, initiative, self-discipline, organization, and trustworthiness are essential to this role. The successful candidate will have strong interpersonal communication skills, a sense of humor, and be able to act proactively and without much supervision, anticipating needs and following through.
What you'll do
Administers front desk activities of our administrative offices, which includes monitoring front door, receiving visitors, answering, and directing phone calls to appropriate parties for the Agency, Chief of Staff and CEO, as well as taking and delivering detailed messages.
- Manages the administrative office, including maintaining key office supply levels and serving as point of contact for office maintenance, in coordination with the Operations Team.
- Assists Chief of Staff in managing CEO’s daily schedule, including scheduling appointments and meeting travel needs.
- Manages electronic and paper filing, faxing, mail receipt and distribution, and scanning and copying for the Executive and Administrative Teams as needed.
- Ensures document/workflow between departments runs smoothly and efficiently.
- Assists the Chief of Staff in managing the calendar of the Executive Team including scheduling meetings, preparing materials, and managing logistics to ensure adequate preparation.
- Supports internal and external meetings, including notifying attendees, reserving virtual/in-person meeting space, handling logistics, distributing agendas, and taking minutes as needed.
- Assists in preparing meeting materials and takes minutes at all Board of Directors meetings, including committee meetings as needed.
- Coordinates travel, lodging and per diem expenses for Executive Team members’ travel.
- Prepares memos, letters, and other documents, using word processing, spreadsheet, or presentation software.
- Collaborate with the Operations Team on event planning, including annual events such as Graduation, Staff Appreciation Day, and team retreats.
- Provides data entry support for special projects as assigned.
- Receives and distributes mail, including inter-office mail and deliveries.
- Receives, logs, and deposits checks for the Development team.
- Organize off-site events or retreats for the Executive Team, including determining the best space, planning meals, and coordinating as needed.
- Reconciles Agency credit card statements.
- Additional responsibilities as assigned by Chief of Staff.
Qualifications
- High School Diploma or GED required.
- English/Spanish Bilingual required.
- Expertise with word processing (Word), spreadsheet (Excel), database (Access), presentation (PowerPoint) and virtual telephone/meeting (Zoom) applications
- Experience conducting web research and internet proficiency required.
- Ability to work independently, as well as within a team.
- Ability to adapt to change in a growing and fast paced environment.
- Ability to maintain confidentiality and handle exposure to sensitive information.
- Exceptional ability to prioritize multiple tasks and resources.
- Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, transcription, designing forms, and other office procedures and terminology.
- Strong organizational skills and attention to detail in composing, typing, and proofing materials, establishing priorities and meeting deadlines.
- Excellent customer service skills including written, verbal, and telephone communication.
- High-level interpersonal skills to handle sensitive and confidential situations and documentation.
- Self-starter with a strong work ethic.
- Ability to work with a diverse group of people.
- Knowledge of addiction recovery process, or willingness to acquire within first six months of employment.
- Willingness to become CPR/First Aid/Narcan Certified
Core Competencies
- ACCOUNTABILITY - Accountable for measurable, high-quality, timely, and cost-effective results. Takes ownership of both the work being done and the outcome.
- INITIATIVE - Takes prompt action to accomplish tasks and meet goals and objectives. Identifies and communicates delays in a timely way.
- PROBLEM SOLVING/DECISION MAKING - Identifies and analyzes problems by weighing the relevance and accuracy of available information. Generates and evaluates alternative solutions and makes effective and timely decisions. Organizes work to achieve maximum productivity Actively applies strategies and tactics that routinely deliver results.
- QUANTITY/QUALITY of WORK - Pays close attention to detail. Strives to achieve accuracy and consistency in all tasks. Produces a consistently high volume of work that also meets quality standards. Uses external feedback and self-analysis to improve processes and outcomes of work.
- SERVICE ORIENTATION – Applies effective interpersonal and problem-solving skills when responding to patients, staff, Board members and external partners.
- DISCRETION – Handles confidential information with care and attention to both regulations and consideration of respect for patients, staff, and partners. Communicates sensitive information on a “need to know” basis. Always demonstrates comfort with ambiguity and exercises sound judgment.
Position Specific Competencies
- Attention to Detail - Is thorough when performing work and conscientious about meeting stated objectives.
- Communications and Media - Knowledge of the production, communication and dissemination of information and ideas to inform and entertain via written, oral, and visual media.
- Computer Skills - Uses computers, software applications, databases, and automated systems to accomplish work. Knowledge of and competence in using Microsoft Office Suite, Zoom Workspace, and customer relationship management tools.
- Project Management - Knowledge of the principles, methods, or tools for developing, scheduling, coordinating, and managing projects and resources, including monitoring, and inspecting costs, work, and contractor performance.
- Written Communication- Writes in a clear, concise, organized, and convincing manner for the intended audience. Is comfortable with both informal and formal communication methods and styles.
- Dependability- Arrives on time to work, meetings and appointments. Adheres to schedule. Follows up on decisions, actions, and commitments. Communicates timely and effectively about delays and can plan for how to mitigate their effects.
Physical Demands and Work Environment
- Remain in stationary position at a computer or other equipment listed below to accomplish work
- Frequently move between desk and other offices, kitchen, conference room, file cabinets 1-5 times daily
- Look at a computer screen during solo work time (time varies) and meetings (up to 2 hours in duration)
- Frequently lift and maneuver up to 10lbs of weight to dispose of trash, move confidential materials to shred bin, and set up office supplies and catering for in-person events
- Sort and open physical mail including letters, and packages of up to 15 lbs.
- Occasionally (1-2 times per week) sort and open office supplies, lifting them to their storage locations on shelves as needed
- Indoors, except for the yearly graduation event, which is 4-6 hours of outdoor activity on occasionally uneven terrain.
- With light to moderate noise from office equipment and other employees speaking.
- Open office space, where the desk is in the reception area, visible to employees walking to and from their offices and shared spaces. Said area is consistently illuminated by bright overhead lighting.
MACHINES AND EQUIPMENT USED:
- Telephone
- Computer
- Audio-visual equipment: projector, speakers, smart TVs, microphones
- Remote check depositing machines
- Printer/scanner
- Stamp machine
- First aid kit
- Narcan
- Landline phone
Schedule: Monday-Friday (9am - 5pm)
Supervisory Responsibilities: None
Position Type: Full-Time/Onsite
What we offer:
- Compensation: $60-65,000 annual salary
- Holiday Pay (12 days per year 1 floating holiday)
- Paid Time Off (PTO) - 18 days year one, 20.5 days at year 2, 23 days at year 5
- Sick Pay - 10 paid days per year
- Long / Short Term Disability
- Paid by Company Life Insurance
- Health Insurance (Medical Dental, Vison)
- Health Reimbursement Arrangement (HRA)
- FSA/DCA (Flexible Spending Account & Dependent Care)
- ComPsych Guidance Resources - EAP
- Educational Opportunities
- Tuition Remission
- Employee Ticket at Work (Discounts for Entertainment, travel, movies; etc.)
- Career Advancement Opportunities
- Increased Salary for Credentials
- and more....
Physical & Mental Requirements
Casa Esperanza’s EEO Statement
Job Summary
Full Time
$71k-91k (estimate)
08/12/2023
05/30/2024
casaesperanza.org
ROXBURY, MA
25 - 50
1984
RICK GGOGA
$5M - $10M
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About Casa Esperanza, Inc.
Casa Esperanza, Inc. is a bilingual and bi-cultural human services organization that specializes in serving the Latino community in Massachusetts. Our mission is to empower individuals and families to recover from substance use disorder, trauma, mental illness, and other chronic medical conditions; overcome homelessness; and achieve health and wellness through comprehensive, integrated care. Our services: Residential Recovery: Casa Esperanza's Mens Program serves 29 adult men and Latinas y Nios serves 20 adult women and can also house up to 12 of children age ten or younger so clients in recov...ery may maintain or regain custody while still in treatment. Residential services usually last six to twelve months and offer evidence-based treatment methodologies as well as assisting clients with setting long-term goals for maintaining their recovery as they transition to independent living. Structured Outpatient Addictions Program (SOAP): Familias Unidas Outpatient Services is a licensed, CARF-accredited clinic that provides client-centered, integrated services to support the complex, long-term needs of people with co-occurring disorders. Familias is co-located with primary care services and is the only Spanish-language SOAP in Greater Boston. Supportive Housing: Nueva Vida provides15 single-occupancy units, Dunmore Place & 300 Eustis Street provides eight family units, and Nueva Esperanza provides 14 individual studio units for a total of 37 units of permanent safe, sober housing for individuals and families, with on-site support for maintaining recovery and building independent living skills. Clinical Stabilization: Conexiones is a structured 24-hour inpatient clinical stabilization program for individuals early in their recovery which includes nursing care, individual and group therapy, psycho-educational groups, case management, health education, and aftercare planning. Our job openings: https://www.casaesperanza.org/who-we-are/our-team/join-our-team/
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