Executive Administrative Assistant Job Victoria area,Texas USA,Administrative/Clerical

JOB TITLE:

Executive Administrative Assistant

WORKSITE

LOCATION:

Gulf Bend Regional Plaza, 6502 Nursery Drive, Suite 100, Victoria TX 77904

SHIFT

Fulltime;
Monday through Friday, 8:00am to 5:00pm

FLSA STATUS

Non-Exempt

EDUCATION AND EXPERIENCE:

Required:

High school diploma or GED equivalent and at least five (5) years of experience in increasingly responsible positions requiring knowledge of office practices and administrative procedures.

Preferred:
Experience working in a non-profit environment.

ESSENTIAL FUNCTIONS and DUTIES:

Disseminates information and performs typing, filing, records maintenance, answering the telephone, and relaying messages.

Handles confidential communication and executive responses with professional discretion.

Serves as contact with the public and GBC's community partners.

Records minutes of all meetings to document key decisions.

Works closely with the Executive Director to prepare meeting agendas (Board of Directors, PNAC).

Board packets sent to the Board of Directors three business days prior to board meeting.

Board agenda to be posted to GBC website and internally within three business days of the board meeting.

Distributes Board and PNAC meeting agendas to all seven county clerks one week prior to each scheduled meeting.

Post Board agenda to the Texas Secretary of State website at least 72 hours before meeting, in accordance with applicable requirements.

Coordinates assignments, programs, and other administrative matters within a program. Coordinates schedules, calendars, meetings, and other activities on behalf of the Executive Director.

Assists with the planning and preparation of reports and collection of data as requested by Executive Director.

Coordinates travel arrangements for conferences and consortia for the Executive Management Team.

Prepare purchase orders and expense reports for the Executive Management Team.

Ensures compliance with the Board of Directors file (ie. sends letters of reappointment and Board training).

Develops/maintains constructive and cooperative working relationships with GBC employees and community stakeholders/partners.

Responsible for obtaining signatures from the Board Chair no later than two business days upon receiving the document.

Writes thank you correspondence on behalf of GBC.

Serves as a member of the internal Event Planning committee and assists with the planning/coordination of organizational events.

A trauma-informed approach to care "realizes the widespread impact of trauma and understands potential paths for recovery; recognizes the signs and symptoms of trauma in clients, families, staff, and others involved in the system; and responds by fully integrating knowledge about trauma into policies, procedures, and practices, and seeks to actively resist re-traumatization." The six key principles of a trauma-informed approach include: safety;

trustworthiness and transparency; peer support; collaboration and mutuality; empowerment, voice, and choice; and cultural, historical and gender issues (Substance Abuse and Mental Health Services Administration [2014]).

The Three E's of Trauma:
Events, Experiences, and Effects.

The Four R's:
Key Assumptions in a Trauma Informed Approach - Realization, Recognize, Respond, Resist Re-traumatization.

PHYSICAL REQUIREMENTS and ENVIRONMENTAL CHECKLIST:

Abilities required to perform the essential and marginal tasks of this job:
Walking, Operating office equipment, Standing, Operating motor vehicle, Light lifting (under 15 lbs.), Sitting, Ability to see, Identify colors, Light carrying (under 15 lbs.), Hearing (with aid), Ability to write, Ability to count, Ability to read, Simple grasping, Ability to tell time

Work site and environmental conditions that apply to this job:
Travel by car 25% of the time, Inside,…