What are the responsibilities and job description for the Executive Assistant position at EIHAB Human Services, Inc.?
Position Summary: The ideal candidate will provide administrative support to senior management, ensuring the smooth operation of the office. This role requires a high level of professionalism, attention to detail, proactive problem solving and strong organizational skills
Essential Responsibilities
Provide exceptional administrative support to senior management, including preparing documents, reports, and presentations, as needed.
Provide administrative assistance, such as writing and editing e-mails, drafting memos, faxing, photocopying, transcribing meeting notes, handling incoming and outgoing mail, and preparing communications on managements behalf.
Organize meetings, including PowerPoint presentations, spreadsheets, and narrative reports, scheduling, sending reminders, and organizing catering. when necessary
Handle sensitive and confidential documents, ensuring their secure storage and retrieval
Schedule quarterly and ad/hoc Board meetings and take minutes at Board meetings, as required
Oversee timely processing of managements expenses, as needed.
Create and maintain a filing system for contracts, legal documents such as leases and deeds for all properties
Maintain confidentiality at all times in every aspect of communications
Ability to collaborate with inter-department teams, and support other executives, as needed.
Anticipate and meet deadlines, complete assignments with consistent accuracy
Must have strong organizational skills and be able to multitask efficiently.
Ensure deadlines for annual State certifications filings are met.
Perform other duties as assigned by management
Qualifications
Bachelors Degree required
Time management and ability to meet deadlines
Must have excellent verbal and written communication skills
Strong organizational skills, detailed oriented and has the ability to multitask
Ability to work well under pressure and to prioritize tasks is absolutely essential
Problem-solving and decision making
Proactivity with ability to work with minimal direction, taking ownership of multiple projects and deliverables, while providing leadership to other administrative staff
Proficiency in Microsoft Office software (Word, Excel, PowerPoint, Outlook), Minimum of 3 years experience supporting senior management level, and Authorization to work in the US are necessary.
Physical Demands
AMERICANS WITH DISABILITIES SPECIFICATIONS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
While performing the duties of this job, the employee will be required to sit, perform repetitive physical and mental activities, have face-to-face and telephone contact with individuals or teams, have telephone conversations, write letters and memos, use electronic mail, meet strict deadlines, work with others in a group or team, and work with external customers or the public. Job tasks are performed in close physical proximity to other people. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
Work Environment
Work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
Essential Responsibilities
Provide exceptional administrative support to senior management, including preparing documents, reports, and presentations, as needed.
Provide administrative assistance, such as writing and editing e-mails, drafting memos, faxing, photocopying, transcribing meeting notes, handling incoming and outgoing mail, and preparing communications on managements behalf.
Organize meetings, including PowerPoint presentations, spreadsheets, and narrative reports, scheduling, sending reminders, and organizing catering. when necessary
Handle sensitive and confidential documents, ensuring their secure storage and retrieval
Schedule quarterly and ad/hoc Board meetings and take minutes at Board meetings, as required
Oversee timely processing of managements expenses, as needed.
Create and maintain a filing system for contracts, legal documents such as leases and deeds for all properties
Maintain confidentiality at all times in every aspect of communications
Ability to collaborate with inter-department teams, and support other executives, as needed.
Anticipate and meet deadlines, complete assignments with consistent accuracy
Must have strong organizational skills and be able to multitask efficiently.
Ensure deadlines for annual State certifications filings are met.
Perform other duties as assigned by management
Qualifications
Bachelors Degree required
Time management and ability to meet deadlines
Must have excellent verbal and written communication skills
Strong organizational skills, detailed oriented and has the ability to multitask
Ability to work well under pressure and to prioritize tasks is absolutely essential
Problem-solving and decision making
Proactivity with ability to work with minimal direction, taking ownership of multiple projects and deliverables, while providing leadership to other administrative staff
Proficiency in Microsoft Office software (Word, Excel, PowerPoint, Outlook), Minimum of 3 years experience supporting senior management level, and Authorization to work in the US are necessary.
Physical Demands
AMERICANS WITH DISABILITIES SPECIFICATIONS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
While performing the duties of this job, the employee will be required to sit, perform repetitive physical and mental activities, have face-to-face and telephone contact with individuals or teams, have telephone conversations, write letters and memos, use electronic mail, meet strict deadlines, work with others in a group or team, and work with external customers or the public. Job tasks are performed in close physical proximity to other people. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
Work Environment
Work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
