Executive Assistant

Jamaica Plain, MA - USA

Monthly Salary: USD 23 - 27

Posted on: Yesterday

Vacancies: 1 Vacancy

Job Summary

Description

The Executive Assistantreports to thePresident & CEOandassiststhe entire senior leadership teamand Board of Directorswithadministrative tasksas well as serves as the front desk receptionist. The Executive Assistant aims to relieve senior leaders of these tasks so that they canmore effectively and efficientlyfocus on driving the strategy and outcomes of the Assistantmust exercise discretion and tact in processinghighly confidentialdocuments and position requires skill in managing multiple tasks and projects from beginning to completion while able to shift focus and priorities whenrequired. TheExecutive Assistantmust pay strong attention to detail and be extremely is a full-time on-site position scheduled Monday through Friday from 9am to 5pm.

The intent of this job description is to providea representative summary of duties and responsibilities that will be required of positionsgiventhis title butadditionalresponsibilities may berequired. Employees are expected to perform job-related tasks other than those specifically presented in this description.

Qualifications

Maintain excellentcustomer service skills; greetcallers andvisitors in a way thatdemonstratesthe positivity and values ofIHC

Complete administrative tasks for senior leaderssuch as photocopying scanning documents into SharePointmaintainingcalendars and more

Enhance internal communication and senior leadership team visibility by organizing monthly employeenewsletters

Provideinfrequentcoverage for administrative assistant absences on either Jamaica Plain or Brightoncampus

Interface with Board of Directors including setting up meetings andorganizingboard packets ofinformation withuseful agency dataas provided by Executive Team

Copyediting for senior leader correspondence grant writing procurements presentations marketing materials and more

Assist Advancement Department during holiday time ofgiving

Organizeagency-wideprogrammatic chart reviews track compliance andestablishsystems for proof of completion bydeadlines

Serve as first point of contact to CEO;assistwith management of CEOcalendar

Organize meetingsassistwith drafting agenda attend meetings complete and distribute meeting minutes and follow up on any tasks assignedas a result ofmeetings

Reconcile credit card and petty cash receiptsfor variousleaders

Obtain contracts review for accuracy pursue signatures from senior leaders file originals and return with signatures to external parties asrequested

Order office supplies asrequested

Performwork-related errands asneeded

Develop onboarding plans and schedules for newleaders

Maintain and/or create tracking spreadsheets for important data points relevant to agencyoperations

Lead agency record retention and record requestprocesses

ESSENTIALQUALIFICATIONS

Bachelorsdegreestronglypreferred

Bilingual (Spanish) stronglypreferred

Experience with Project Managementpreferred

Proficiencyin Microsoft Office Suite/Office 365; advanced skills in Excelpreferred

Ability to take initiative and work autonomously

Solution-focused deadline driven and motivated to overcome challenges

Excellent verbal and written communication

Thorough understanding and strict commitment to agency employee and client privacy;Adherence to all HIPPA guidelines and regulations

Flawless commitment to confidentialityregardingsensitive agency information such as employee relations finances strategy and operations

Impeccable tact diplomacy and professionalism

Ability to multitask in fast-paced environment

Consistent and strong attention to detail and accuracy

Familiarity with electronic medical records

Effectiveinterpersonal and teamwork skills

Strongcommitment to Italian Home for Childrens mission philosophy and values

Italian Home for Children is committed to fostering a diverse and inclusive workplace. We are an equal opportunity employer and do not discriminate on the basis of race color religion sex sexual orientation gender identity or expression national origin age disability genetic information marital status veteran status height weight or any other characteristic protected by applicable federal state or local laws.

We are dedicated to ensuring a fair hiring process and an equitable work environment. If you require accommodations during the application and/or interview process please contact.

The hourly wage for this role is $23-27 per hour USD. This number does not reflect additional compensation-related benefits such as PTO medical and life insurance EAP and the Italian Home for Children 403(b) retirement plan.

Required Experience:

Senior IC

DescriptionThe Executive Assistantreports to thePresident & CEOandassiststhe entire senior leadership teamand Board of Directorswithadministrative tasksas well as serves as the front desk receptionist. The Executive Assistant aims to relieve senior leaders of these tasks so that they canmore effecti...