Executive Assistant

Overview

Function:
Provides administrative support to the Leadership Team consisting of the Officers of Ramey-Estep. Oversees general office processes as directed, schedules meetings, coordinates travel as needed, drafts and edits documents, prepares PowerPoint slides for meetings, and works to drive projects to completion.

• Organizational duties & responsibilities:
  • The primary responsibility of all staff is to ensure the safety and well-being of all Ramey-Estep/Re-group (RE) clients.
  • Supports the mission, vision, and values of RE. Facilitates and adheres to the agency’s code of ethics, policies, and procedures.
  • Supports all functions that attain and maintain accreditation and compliance with regulatory agencies.
  • Supports and facilitates positive interaction with clients and staff by exhibiting both in-office and in-public when carrying out job duties: individual maturity, respect for others, a team-centered approach, maintenance of confidential information, and awareness and sensitivity to cultural and other differences in clients and staff.
  • Exhibits effective communication skills including proper use of agency communication systems.
  • Participates in appropriate professional development programs to attain and maintain competency.
  • Effectively manages financial and physical resources to achieve the mission of RE.
  • Reports incidents of abuse or potential abuse involving clients to the appropriate authorities and RE.

• Essential Duties and Responsibilities:
  • Provides administrative assistance to the Officers.
  • Attends meetings as assigned, prepares minutes, and tracks follow-up/action items.
  • Schedules meetings and sends out invites to the appropriate staff members.
  • Prepares correspondence and special reports as requested.
  • Coordinates travel arrangements for Officers and other management staff, as necessary.
  • Prepares agendas and meeting materials for meetings as necessary.
  • Provides assistance by screening calls and answering questions as appropriate.
  • Handles mail distribution of the Officers.
  • Maintains an accurate filing system for all correspondence, reports, and other documents, as needed.
  • Coordinates a variety of special projects as needed.
  • Provides excellent customer service.
  • Maintains a high level of confidentiality and professionalism.
  • Performs other duties as assigned.

• Shift is generally dayshift, Monday - Friday.
• Holidays, weekends, and extra hours may occasionally be required.
• Meals are provided for staff when on campus.
• Office setting with extensive computer usage.
• Maintains a positive, professional attitude contributing to a supportive work environment.

Education: High School Diploma or GED is required. Associate’s Degree is preferred.

• Experience:
  
  Five years of administrative experience with at least two years of experience supporting an executive-level position is required.
• Specific Skills and requirements:
  Must be at least 21 years of age.
• Strong writing, analytical and organizational skills.
• Ability to maintain a high level of confidentiality.
• Excellent attention to detail and ability to work independently.
• Must be able to demonstrate a high degree of flexibility and be able to coordinate multiple priorities effectively.
• Must have the ability to interface well with all departments in a highly professional manner.
• Ability and willingness to work in a team-oriented environment.

• Technical requirements include proficiency with Microsoft Word, Excel, PowerPoint, and any other applications used by the organization or regulatory agencies.
• Ability to understand and relate to the needs of clients from diverse backgrounds.
• Ability to read, write and converse in English.
• Successful completion of a pre-employment drug screen.
• Successful completion of a background screening.
• Successful completion of a TB skin test or proof of a negative chest x-ray or other documentation.

• Successful completion of Excellent Foundations.
• Maintain 20 hours of annual training.
• Professional certification in one or more administrative or executive support credentials preferred, or a demonstrated commitment to pursuing certification. (Ex:
  Certified Administrative Professional (CAP), Professional Administrative Certification of Excellence (PACE), Advanced Certificate for the Executive Assistant (ACEA), Certified Associate in Project Management (CAPM))

The physical requirements 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 is regularly required to sit, stand, walk, talk, and hear; use hands to finger, handle, or feel; reach with hands and arms; and stoop, kneel, crouch. The employee is occasionally required to climb. The employee must frequently lift and/or move up to 50 pounds or more. Specific vision abilities…