Executive Assistant

Position Title: Executive Assistant Reports To: Administrative ManagerDepartment: Admin Services, Facilities & SafetyOrganization's MissionWe are charged to provide innovative, effective and long-term physical, mental and spiritual resources to promote healing and wellness and to nurture wholeness of body, mind and spirit.Essential Duties:Assists multiple directors and their respective departments and/or executive leadership team.Ensures that various administrative tasks are done in an effective and efficient manner, including copying, reviewing outside mail, drafting correspondence, screening phone calls when requested, and maintaining executive files as needed.Accurately records and transcribes minutes or notes of meetings in a manner equal to MHM's Board professional standards.Manages external contacts for the executive team members, proactively understands who they are, and maintains constant communication to include important events and activities. Communicates and collaborates effectively with all levels of team members, cross-functional teams, and external contacts in a rapidly growing environment.Coordinates, schedules, and organizes activities for special projects.Research and compiles data for projects and makes recommendations to improve progress of projects.Coordinates the preparation of staff and department reports, including distribution of material. Prepares purchase requisitions. Prepares expense reports and processes check requests. Work with department leadership to ensure general ledger codes are applied.Procures department items and ensures all items have been received.Manages travel arrangements to include executive staff and support staff using the organization's preferred travel and expense management services platform, to include agendas and necessary preparations.Coordinates the scheduling of meetings/conferences for the boardroom and conference rooms.Facilitate catering requests and ensure set up and tear down according to departmental procedures. Manages inventories for office/kitchen supplies and office equipment. Provides back-up support to the front desk, if needed.Assists in training newly hired administrative support staff, if neededResponds to changes of administrative duties at a moment's notice.Handles confidential information appropriately. Demonstrates professional demeanor and defuses emotional situations in a calm manner.Performs other duties as assigned. Qualifications:To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.Education/Experience:High school or general education diploma (GED); three to five years experience in an administrative role working with executive and senior level management required. Associate's degree or Bachelor's degree preferred. Language Ability:Must possess strong written and oral communication skills as well as strong interpersonal skills. Ability to read and interpret documents and instructions. Ability to write reports, develop correspondence, and memos from draft, copy or dictation. Ability to effectively present information and respond to questions from the executive team, managers, team members, clients, and the general public. Fluent in English required; Spanish bilingual preferred. Reasoning Ability:Ability to prioritize multiple assignments, sometimes with pressing and even conflicting time pressures. Must be a self-starter and exercise good judgment. Ability to collect and understand data, establish facts, define and solve practical problems. Ability to interpret an extensive variety of instructions furnished in written, oral, diagram, or schedule form. Certificates and Licenses:CPS or CAP Certification preferred.Computer Skills:Ability to demonstrate working knowledge of the Internet, Outlook, PowerPoint, Adobe Acrobat Pro, Word and Excel applications. Knowledge of data bases, such as Access, preferred.

Created: 2025-02-09