ABOUT NORTHSIDE CENTER

Northside Center is known for our wonderful work culture and our expert teams of educators and clinicians. Most importantly, look forward to joining us in achieving our mission to provide children and families with the support they need to overcome adversity and thrive. Ensuring that our high-quality outcome-driven behavioral, mental health and education services propel struggling children forward, away from the ill effects of poverty and racism, toward a future limited only by the scope of their dreams.

JOB SUMMARY

The Executive Assistant ensures the effective and efficient functioning of the Executive Office. This role will be responsible for providing a wide range of administrative and technical support for the Executive Director/CEO, Chairperson and President of the Board of Directors and Board Committees. The Executive Assistant must have the ability and judgment to follow complex oral and written instructions, as well as to read, interpret and present information efficiently and effectively; to assess the importance of phone, email messages and written documents and take appropriate action to involve the appropriate people quickly and accurately. In addition, the Executive Assistant must have positive and interpersonal relationship skills to maintain effective and superior working relationships with staff. The Executive Assistant must maintain strict confidentiality of sensitive files and material, conversations, etc. and regularly practice tact, discretion, initiative, and independent judgment. The Executive Assistant must have the ability to interpret information and use good judgment in moving projects through to completion. The Executive Assistant must have the ability to do project management, develop systems and work independently and can supervise others as needed. The Executive Assistant must be attentive to detail and demonstrate a high ability to work on multiple projects simultaneously.

PRINCIPLE DUTIES & RESPONSIBILITIES

With respect to the Executive Office, the Executive Assistant will regularly perform the following:

• Assist in the maintenance of calendars, provide reminders as appropriate, and assist in coordinating schedules and meetings.
• Oversee logistics for Board Committees and in-house meetings, including but not limited to, necessary follow-up which includes preparation of materials and packets, phone calls to confirm or follow-up attendance, and taking and transcribing Board meeting minutes.
• Assist with “New Hire” procedures.
• Create and maintain a system for filing, organizing, and storing both electronic and hard copy information in areas of responsibility.
• Produce documents using MS Word, Excel Visio, PowerPoint, and Outlook and learn other programs as needed.
• Prepare and distribute correspondence.
• Review and prioritize incoming mail, email, and manage routine responses.
• Coordinate the routing and signing of important documents.
• Oversee travel arrangements and as necessary expense accounts.
• Submit and track payment of invoices.
• Meet with the Executive Director on a regular and routine basis to provide updates and share relevant information.
• Assist with the coordination of public events and/ or outside meetings.
• Assist with and manage projects and reports as needed.
• Greet visitors and employees in person or on the phone, determine their needs and provide information, forward to best internal resource, or take message.
• Manage meeting arrangements including reserving rooms and ensuring that the necessary supplies, equipment, refreshments, etc., are available.
• Develop and implement systems necessary to smooth functioning of Executive Office.
• Oversee Board Member Relations.
• Coordinate with other departments on organizational projects as needed.
• Manage annual reviews process.
• Perform other administrative and secretarial tasks and specific projects as assigned or delegated and other related duties as directed.

QUALIFICATIONS

• 10 years of experience in Executive Administrative functions, college degree preferred.
• High School Graduate and Community College Credits with employment experience as administrative assistant.
• Working knowledge of Laser Fiche.
• Familiarity and experience with Board Member software.
• Excellent typing, secretarial, and data entry skills, including proficiency in the use of the computer/typewriter.
• Proficient in Microsoft Windows and Office.
• Excellent written, oral, communication and strong organizational skills. Ability to work in a fast-paced environment and on multiple projects among high-profile leaders in the business, civic and education communities.
• Ability to manage diverse administrative and supervisory responsibilities in a highly organized manner.
• Ability to use technology in a productive and efficient way including expert experience with Word, Excel, Outlook, Fund EZ, and Internet research. Comfortable learning and using online information systems.
• Advanced computer skills along with the ability to train others in systems usage.