Executive Assistant

Executive Assistant

QUALIFICATIONS: Must be at least eighteen (18) years of age and have at minimum a Bachelor’s degree plus office training or three (3) years’ experience. Executive Assistant experience is preferred. Ability and desire to work with people is a must. You must have a valid Indiana driver’s license and valid auto insurance. Must pass a background check.

REPORT TO: Chief Executive Officer

RESPONSIBILITIES:

1. To assist the CEO on any task that the CEO office must accomplish.

2. Maintain 100 percent confidentiality at all times coming from the CEO office and the agency.

3. Answer and assist incoming telephone calls for the CEO using a multi-line system.

4. Type documents/letters/meeting notes for CEO’s signature or approval.

5. Any required dictation or transcription needed by the CEO.

6. Schedule meetings and appointments on behalf of CEO at his direction.

7. Retrieve daily mail from Reception (do not open unless instructed by CEO to do so).

8. Attend monthly Board of Directors meetings and take meeting minutes.

9. HR documents: Obtain from HR Benefits Associate every Thursday morning. Review for proper signatures and accuracy. Log separated employees, investigations, and counseling's in the Excel spreadsheet on the CEO drive. Log SOEs in the Word table.

10. Monitor business card requests in Excel spreadsheet on the S:/ drive and order from vendor.

11. Assist CEO with monthly expense reports and receipts for submission to Business Office.

12. Maintain donations tracking table and write Thank You cards as appropriate.

13. On payroll Mondays, review Directors’ entries in timekeeping system for accuracy. Obtain documentation to make corrections as necessary prior to CEO’s approval of payroll. If Payroll is on a Holiday, be willing to work a few hours on the weekend before Payroll.

14. Monitor management clock-in times daily and report to CEO.

15. Monitor agency vehicles via GPS monitoring system.

16. Time Off Requests: For Directors, check for accuracy and availability prior to CEO approval. After approval, place dates on CEO’s calendar. For staff requests of 24 hours or more, ensure employee has PTO hours available and proper approvals have been obtained prior to CEO approval.

17. Track Requisitions submitted for CEO approval in Word table.

18. Complete Requisitions at CEO’s direction for submission to the Business Office.

19. Submit, monitor and close agency insurance claims (for vehicles and property damage).

20. Complete insurance renewal applications annually in February.

21. Maintain conformance with CARF and all applicable standards, rules, regulations, laws and administrative codes.

22. Other duties as assigned by the CEO to promote efficient operation within the Administration.

SKILLS:

1. Proficient in Microsoft Word, Excel, and Outlook

2. Excellent written and oral communication skills

3. Helpful attitude

4. Attention to detail and accuracy

5. Ability to prioritize responsibilities

6. Having initiative, being trustworthy, and meet or exceed deadlines

7. Excellent attendance and punctuality are a must!

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 the essential functions.

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Referral program
• Vision insurance

Education:

• Bachelor's (Preferred)

Experience:

• Executive: 3 years (Required)

Work Location: In person