Senior Lead Executive Assistant

Schedule: Monday-Friday 9am-5pm

Salary: $70,000 - $100,000 annually

Overview

The Senior Lead Executive Assistant will provide direct administrative and project management support to Chief Executive Officer (CEO), Chief Operating Officer (COO), and Chief Analytics and Performance Officer (CFO) by: managing schedules and arranging meetings, creating and preparing agendas, taking and producing minutes, as well as creating presentations and documents. Key daily aspects include tracking action items, managing calendars, and managing communications with key external stakeholders such as state officials.

The Senior Lead Executive Assistant serves as the primary contact for the CEO, COO and CFO and maintains a high level of confidentiality.

The Senior Lead Executive Assistant will also be responsible for supporting the Corporate Officers’ work with the Board of Directors. This includes assisting in the preparation, dissemination, and storage of Board books and materials.

He or she will supervise the other Executive Assistants in the organization, lead administrative projects, and ensure strong administrative support for the senior leadership.

Responsibilities

• Enhances the work of the CEO, COO and CFO through general assistance and organizational support on a daily basis to include day to day interaction and facilitation of internal and external requests and various aspects of interdepartmental communication.
• Supervise the Executive Assistant team, ensuring robust coverage for Vinfen senior leadership support and continual knowledge base for EAs. Leads training, coaching, and performance planning of EA team.
• Provides executive level administrative support, which includes all office management and activities, maintaining confidentiality, exercising discretion and independent judgment.
• Conserves the CEO, COO and CFO’s time by reading, researching, and routing correspondence, drafting letters and documents, collecting and analyzing information, and initiating communications.
• Coordinates the flow and distribution of work: screens all incoming communications and independently prioritizes; refers work to others, or self-responds as appropriate; follows up, documents, and informs supervisor on work in
• Manages communication with key stakeholders, including correspondence and arranging meetings with key government officials and other stakeholder organizations.
• Prepares meeting agendas, records minutes, transcribes and distributes.
• Produces Board of Director meeting books.
• Prepares reports and Transcribes documents from recorded dictation. Maintains databases, reports, and organizational charts and directories.
• Sets up and maintains files, copies documents, and oversees recordkeeping.
• Maintains the calendar of CEO, COO, and CFO.
• Plans and coordinates meetings, programs, events, and conferences, including scheduling among participants, preparing agendas, obtaining facilities, equipment and materials, arranging for meals, travel, and lodging, extending invitations, coordinating speakers, and controlling budget.
• Processes documents and transactions specific to the department; tracks and reports on expenses.
• As necessary, provides direction and supervision to others on shared work projects; coordinates the provision of temporary help.
• Serves as a resource for persons served, families, and outside agencies requesting information, as well as for Board members, community, and professional contacts.
• Greets and directs visitors; acts as an ambassador of the organization in all communications and interactions.
• Performs other related duties, as needed.

Knowledge and Skills:

• Experience and understanding of the sensitive nature of working in the executive office and ability to exercise good judgment and maintain the highest levels of confidentiality and integrity.
• Exceptional organizational and problem-solving skills and attention to detail.
• Ability to anticipate and fulfill the business needs of executive leadership, act proactively and work effectively under pressure.
• Comfortable operating in a fast-paced environment; flexible in the face of changing priorities.
• Excellent written communications and interpersonal skills and the ability to interact positively with all levels within the organization including clients, families, senior executives, Board Members, donors, and peers.
• Ability project a positive, collaborative, and professional demeanor at all times.
• Ability to solve problems and meet deadlines with a great level of flexibility.
• Extensive knowledge and highest level of proficiency in Microsoft Office including Word, Excel, Teams, and PowerPoint; ability to create pivot tables and charts in Excel
• Ability to research, compile, and summarize complex and or large qualities of data into short work products.
• Complete proficiency in producing and proofing business communication (correspondence, memos, minutes, reports, financials).

Qualifications

Job Requirements:

• 7–10 years of experience as an Executive Assistant, with at least 3 years supporting senior executives.
• Prior experience in managing or mentoring administrative staff.

Preferred /Required Education:

• Bachelor’s degree preferred (in Business Administration, Communications, or related field).

Why Vinfen? We are committed to you! We offer great training, great benefits, career growth and job security!

Our comprehensive and generous benefits package includes:

• A fully funded, employer-sponsored retirement plan that requires no employee contribution as well as an employee-funded 403(b) plan
• First-rate Medical, Dental and Vision plans that are open all employees scheduled to work 30 hours per week or more. Plus, we offer a generous employer contribution toward the cost of medical insurance!
• Employer-paid Life, Accidental Death & Dismemberment and Long-Term Disability Insurance (no cost to you!)
• Employer-paid Short-Term Disability Insurance along with the option to purchase additional, voluntary, Short-Term disability insurance
• Flexible Spending Reimbursement Accounts (Health and Dependent care)
• Voluntary Term, Whole Life, Accident and Critical Care Insurance
• Generous paid time off (Employees scheduled to work 20 hours or more per week):
• 15 days of Vacation per year
• 11 Paid Holidays
• 10 Sick Days per year
• 3 Personal Days per year
• Educational Assistance and Remission Programs
• $500 Employee Referral Bonus with no annual cap!
• Other generous benefits including discounted YMCA memberships, access to discounted movie tickets and more!

About Us:

Established in 1977, Vinfen is a nonprofit, health and human services organization and a leading provider of community-based services to individuals with mental health conditions, intellectual and developmental disabilities, brain injuries, and behavioral health challenges. Our services and advocacy promote the recovery, resiliency, habilitation, and self-determination of the people we serve. Vinfen's 3,500 dedicated employees are experienced, highly-trained professionals who provide a full range of supportive living, health, educational, and clinical services in over 550 sites throughout Massachusetts and Connecticut. For more information about Vinfen, please visit www.vinfen.org/careers.