Pinellas CoC
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Executive Assistant Full Time Clerical, Pinellas Park, FL, US
13 days ago | Requisition ID: 1459
Job Summary Performs skilled and confidential administrative and secretarial services for the Executive Director, Board of Directors, other Directors, and administrative staff.
Essential Functions
Provides administrative support to the Executive Director - including all correspondence, routing information, keeping files, answering voicemail, opening & sorting mail, and maintaining Executive Director’s phone contacts.
Provides administrative support to the Board of Directors - including scheduling meetings, preparing agenda packets, typing minutes, and maintaining all files/records. Coordinates food and beverage needs for meetings.
Provides administrative support to other agency directors and managers, as needed.
Responsible for coordination of all staff travel arrangements, including registrations, hotel & airline reservations, check requests to the business office and dissemination of information to attendees of professional training and other conferences.
Responsible for preparation of the monthly administrative calendar and for keeping Executive Director’s calendar.
Maintains agency contract files in accordance with agency standards.
Opens and distributes all incoming mail on a day-to-day basis – agency wide.
Assists with processing all outgoing mail agency wide.
Provides secondary relief to Receptionist, as requested.
Maintains agency administrative files.
Knowledge of agency policies, regulations, procedures, both programmatic and administrative.
Maintains a high level of confidentiality for matters pertaining to all discussions and aspects related to the agency and personnel.
Coordinates with Executive Director regarding all issues with Agency Events, including updating mailing list, working with Executive Director on location of event, preparing and mailing all correspondence, communicating with caterer regarding menu selection, and all other issues related to event.
Attendance at all Board meetings which may be an after-hours requirement.
Ensures all board members attend required JWB trainings.
Provides all Board Meeting summaries to accounting for auditing purposes.
Responsible for bi-weekly management meeting scheduling and meeting summary.
Responsible for renewing all agency community partner licensures and immediately reporting any agency changes to those partners.
Addresses agency “.info” emails and/or communicates the need to the appropriate department/program for resolution.
Prints out and distributes all informational agency brochures.
Works with media department to ensure all department business cards are ordered and distributed.
Other duties and specific projects as assigned.
Required Skills/Abilities
Ability to use Internet for research for Executive Director’s needs.
Proficient in Microsoft Office and agency software, e.g., AVATAR, postage system etc.
Education and Experience
Preferred: Associate of Arts degree in Business or related field and four years of responsible administrative experience in a healthcare setting.
Minimum: A high school diploma with business courses emphasized. Two years of clerical experience, ability to use computer and all Microsoft Office applications, and type 55 wpm.
Physical Requirements
Must be able to lift up to 15 pounds at a time.
Must be able to sit, twist, bend and stand for long periods.
Must be able to transport self from building to building and differing locations.
Must be able to communicate orally and in writing.
Special Working Conditions Exposure to public and outside business officials/professionals, some client contacts, and at times treatment program conditions, occasional late hours or weekend events.
Primarily daytime business hours, Monday - Friday.
40 hours per week.
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Executive Assistant Full Time Clerical, Pinellas Park, FL, US
13 days ago | Requisition ID: 1459
Job Summary Performs skilled and confidential administrative and secretarial services for the Executive Director, Board of Directors, other Directors, and administrative staff.
Essential Functions
Provides administrative support to the Executive Director - including all correspondence, routing information, keeping files, answering voicemail, opening & sorting mail, and maintaining Executive Director’s phone contacts.
Provides administrative support to the Board of Directors - including scheduling meetings, preparing agenda packets, typing minutes, and maintaining all files/records. Coordinates food and beverage needs for meetings.
Provides administrative support to other agency directors and managers, as needed.
Responsible for coordination of all staff travel arrangements, including registrations, hotel & airline reservations, check requests to the business office and dissemination of information to attendees of professional training and other conferences.
Responsible for preparation of the monthly administrative calendar and for keeping Executive Director’s calendar.
Maintains agency contract files in accordance with agency standards.
Opens and distributes all incoming mail on a day-to-day basis – agency wide.
Assists with processing all outgoing mail agency wide.
Provides secondary relief to Receptionist, as requested.
Maintains agency administrative files.
Knowledge of agency policies, regulations, procedures, both programmatic and administrative.
Maintains a high level of confidentiality for matters pertaining to all discussions and aspects related to the agency and personnel.
Coordinates with Executive Director regarding all issues with Agency Events, including updating mailing list, working with Executive Director on location of event, preparing and mailing all correspondence, communicating with caterer regarding menu selection, and all other issues related to event.
Attendance at all Board meetings which may be an after-hours requirement.
Ensures all board members attend required JWB trainings.
Provides all Board Meeting summaries to accounting for auditing purposes.
Responsible for bi-weekly management meeting scheduling and meeting summary.
Responsible for renewing all agency community partner licensures and immediately reporting any agency changes to those partners.
Addresses agency “.info” emails and/or communicates the need to the appropriate department/program for resolution.
Prints out and distributes all informational agency brochures.
Works with media department to ensure all department business cards are ordered and distributed.
Other duties and specific projects as assigned.
Required Skills/Abilities
Ability to use Internet for research for Executive Director’s needs.
Proficient in Microsoft Office and agency software, e.g., AVATAR, postage system etc.
Education and Experience
Preferred: Associate of Arts degree in Business or related field and four years of responsible administrative experience in a healthcare setting.
Minimum: A high school diploma with business courses emphasized. Two years of clerical experience, ability to use computer and all Microsoft Office applications, and type 55 wpm.
Physical Requirements
Must be able to lift up to 15 pounds at a time.
Must be able to sit, twist, bend and stand for long periods.
Must be able to transport self from building to building and differing locations.
Must be able to communicate orally and in writing.
Special Working Conditions Exposure to public and outside business officials/professionals, some client contacts, and at times treatment program conditions, occasional late hours or weekend events.
Primarily daytime business hours, Monday - Friday.
40 hours per week.
#J-18808-Ljbffr