Description

Executive Assistant
Essential Business Services
Rochester ,NY – On-Site
FULL-TIME Exempt : 40 hours/week

Coordinated Care Services Inc (CCSI) is seeking exceptional people for the role of Executive Assistant as they celebrate providing 30 years of service to provider organizations and customers the in mental health and human services fields. As an Executive Assistant, you would be joining a supportive, innovative organization where your enthusiasm and experience would benefit others and the areas in which they live. Coordinated Cares Services Inc (CCSI) is a company that values diversity and a feeling of community among its employees. It’s an organization where your expertise as an Executive Assistant is heard and helps to shape the organization and work culture. As an Executive Assistant employed by Coordinated Care Services Inc (CCSI), you would collaborate with the Essential Business Services Service Line to deliver important programs and services to General Administration.

The Executive Assistant is a confidential support to CCSI’s senior leadership and the Board of Directors, enhancing efficiency and effectiveness by providing essential administrative, coordination and management supports. The Executive Assistant serves as the primary point of contact for internal and external customers; serves as a liaison to the board of directors and senior leadership teams; organizes and coordinates executive outreach and external relations efforts; and oversees and manages special projects. The Executive Assistant uses creativity to work in environment that is mission-driven, results-driven and community oriented.

In your role as an Executive Assistant, you will be

Representation and Customer Service: 

• Stays current with company, industry, and customer news and shares information with appropriate members of leadership. 
• Serves as a trusted ambassador of the organization both internally and externally. 
• Represents senior leadership in meetings and committees and may use independent judgement when making decisions or recommending a decision on significant matters.
• Develops and maintains collaborative relationships with customers, staff, and community partners.

Scheduling and Coordination: 

• Supports senior leadership in planning / scheduling key meetings (internal and external facing), conferences, teleconferences, and travel. 
• Ensures that all necessary meeting materials and resources are in place. 
• Organizes events and manages a variety of special projects (some that may have an organizational impact.) 
• Takes detailed notes and coordinates follow-up activities as appropriate. 

Board of Directors Support: 

• Working closely with CCSI’s President, supports the CCSI Board of Directors, including 
• Maintaining the board calendar, 
• Assists in preparation and timely distribution of all meeting materials, 
• Meeting set-up (including food, technology, and logistics for speakers or special presentations, records meeting minutes), 
• Maintains all board documentation, member information and distribution lists.
• Supports board subcommittees as required.
• Partners with IT and other departments to leverage technology to efficiently support board operations.

Materials Preparation / Technical Support: 

• Assists senior leadership in finalizing PowerPoint presentations (may also use other presentation tools), reports and other materials. 
• Supports administration of routine web-based surveys. 
• Anticipates needs and prompts senior leaders with timelines and deadlines to ensure materials are ready. 
• Proofreads content and makes necessary edits for improvement. 
• Serves as technical support / host for Zoom and MS Teams teleconference/video conferences.
• Occasional assistance with data entry as requested.

Supervision: 

• Supervises and manages one or more general administrative staff. 
• Addresses employee relations issues, provides staff development opportunities, and conducts regularly scheduled, individual supervision meetings including Quarterly Conversations. 
• Manages workload and assigns tasks and projects.

We Are Coordinated Care Services (CCSI)

Coordinated Care Services (CCSI) has grown to more than 400 talented, dedicated professionals who provide staffing, consulting, and operational support needed by local departments of mental health and social services, state agencies, community-based organizations, and school districts across New York State and beyond! Our mission, simply put, is to help people and communities. At Coordinated Care Services (CCSI), you will have opportunities to collaborate to provide needed support and services to improve lives and strengthen our local communities.

As a Executive Assistant, Coordinated Care Services Inc (CCSI) can offer you,

• Market competitive compensation.
• An award-winning Wellness@Work and benefits program.
• Continuous professional development opportunities.
• Paid time off (PTO) starts accruing on the first day of employment.
• A voice in shaping Coordinated Care Services (CCSI)’s ever-evolving, diverse company culture.

Requirements

•  Associates Degree and a minimum of 5 years of progressively responsible experience providing administrative support to senior management and/or executives; OR the work and education equivalency (see CCSI's equivalency chart).

Additional Requirements

• Satisfactory completion of all required background screenings.
• Full vaccination against the COVID-19 virus. Reasonable accommodations will be made for qualified religious or medical/disability needs.
• Advanced knowledge of Microsoft Outlook, Word, Excel, PowerPoint, Alchemer (or other web-based survey tools), Zoom and Microsoft Teams. Strong aptitude for complex meeting scheduling in Outlook.
• Strong customer service acumen demonstrated ability to collaborate with diverse group of colleagues and partners and builds consensus across teams.
• Experience supervising others in a collaborative environment.

CCSI does not accept inquiries from third-party recruiters or search agencies.

Coordinated Care Services, Inc (CCSI) provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.