Executive Assistant

Supervision

Received:
The incumbent works under the direct supervision of the CEO and Executive Officers.

Exercised:
The incumbent will supervise the receptionist(s), and those associated with receptionist coverage, Client Experience Specialist and Administrative Assistant in Executive Office, and will be responsible for their work assignments, training and performance evaluations on a periodic basis.

$33.86-$35.86

• Provide a wide variety of clerical/administrative support to the CEO, Executive Officers and other program directors as assigned;
• Maintains confidentiality in all dealings, for the CEO and Executive Officers with clients, staff, public officials, and all other parties who have contact and/or business interactions with these officers;
• Responsible for preparation of contracts and amendments as required;
• Will oversee the development and regular maintenance of a management system for contracts, and other important agency documentation, including both hard copy and/or electronically as directed; organizes and maintains active/special project files as directed;
• Reads and screens incoming correspondence and emails for the CEO, makes preliminary assessment of the importance of materials and forwards appropriate materials to the CEO or appropriate Executive Officers and Program Directors;
• Coordinates, plans and manages the CEO’s schedule including setting meetings and appointments; and necessary reminders to attend;
• Drafts form letters and routine correspondence for CEO, interprets written work instructions;
• Make appointment/meeting and travel/lodging arrangements (internally and externally) as needed for the CEO and Executive Officers;
• Coordinates, plans and schedules various meetings and appointments for the CEO for state, regional and national associations/groups of which SNHS has membership such as the NH CAP Association Directors meetings, Senior Staff meetings the New England Community Action Partnership, and others as required; disseminate such information to Program Directors and staff designated by the CEO or Executive Officers;
• Acts as Equal Employment Opportunity Officer
  • Ensuring applicants and employees are given equal opportunities in employment, as outlined in the personnel policies;
  • As appropriate with the HR Director addresses and internal inquires/complaints regarding civil rights and equal opportunity laws;
  • Complete and required EEO and/or affirmative action reports for government agencies;
  • Acquires and ensures posting of all required legal notices and posters regarding EEO/EOE rights and procedures;
• Attend meetings when requested for the purpose of taking notes and following-up such meetings with hard copy representations of what transpired as directed by the CEO and Executive Officers; prepare reports as required;
• Provide check signing authorizations when requested by the CEO or Executive Officers;
• Plans, schedules, and coordinates all aspects of the Agency and Management Boards of Directors meetings and meetings of all Housing Boards of Trustees, including the preparation and advance distribution of the agenda, meeting packets, and location setup; takes copious notes at meetings and prepares a hard copy representation of the minutes of meetings; responsible for the implementation and coordination of annual Board of Director elections;
• Prepares and maintains updated orientation packet for Board of Directors;
• Provides information, material and documents for posting on agency website related to Board of Directors and other relevant areas;
• Develop a workflow system for the prioritization, and quality assurance of work as assigned by the CEO, Executive Team Members and Program Directors as requested;
• Assists Program Directors with the preparation and submission of grants and contracts;
• Gathers information and material and drafts monthly internal newsletter and agency annual report and coordinates publication and distribution of same;
• Provides training and weekly “scripts” as needed to ensure receptionists at all sites have the same information and messaging;
• Plans for and assigns outgoing postage machine operation when necessary;
• Responsible for the training, supervision…