Executive Assistant
Description:
TITLE: Executive Assistant
DEPT: Administration
REPORTS TO: Chief Executive Officer (CEO)
STATUS: Non-Exempt/ Full-Time (37.5 hours/week)
AT-WILL EMPLOYMENT: Employment at Kuhn Employment Opportunities is at will. This means that the employment relationship is terminable, with or without cause or notice, by either party for any reason or for no reason. No one associated with Kuhn Employment Opportunities has the authority to make any promises contrary to this at-will definition.
SUMMARY
Executive Assistant assists the agency’s Leadership Team in managing an efficient administration. The Executive Assistant will perform duties for the CEO as requested, and will provide support for Board of Directors; and maintain sound office practices and promote a professional corporate image to the community. Acts as the agency’s Abuse & Neglect Prevention coordinator.
SUPERVISORY RESPONSIBILITY: Reception Secretary
ESSENTIAL DUTIES/FUNCTIONS:
This position requires typical work tasks and responsibilities as, but not limited to:
1. Demonstrates a high degree of strict confidentiality related to records, databases, meetings/discussions.
2. Performs word processing and excel functions, proofreading, collating and distribution of reports, letters and forms, including confidential correspondence such as Board and personnel related matters.
3. Attends and organizes all scheduled Management Meetings, Board Meetings, and other meetings as requested to include arranging refreshments/dinner, taking minutes and processing all related clerical items.
4. Assists the CEO and Leadership Team with daily activities to include, filing, mail sorting,
schedule management and organization of meetings.
5. Acts as agency’s primary Abuse & Neglect Prevention coordinator to include staff training, conducting investigations, writing investigative reports, and working collaboratively with external stakeholders.
6. Develops and manages timelines for mandatory paperwork requirements, including but not limited to City, State, and federal filings; and works with CEO to process funding contracts.
7. Assists with public relations, fundraising, grant writing, and identifying Foundation and/or Grant opportunities to meet needs of the agency.
8. With input from Leadership Team, manages social media accounts and agency website.
9. Maintains a safe physical environment within the Administrative office area and ensures all office equipment (i.e.: telephone system, fax machines, copiers, etc.) in the facility is secure. Maintains equipment and works with external vendors as needed to ensure equipment is in proper working order.
10. Manages the phone system to include programming, assignment of voice mailboxes and distribution of the Telephone Directory.
11. Works in coordination with other administrative staff to meet agency goals and priorities.
12. Works individually, or in conjunction with committees, to manage special projects.
13. Trains and/or assists others as needed.
OTHER DUTIES:
1. Provides backup assistance for phone, reception coverage and post office runs.
2. Work with and assists others as required. Perform additional duties at the request of the management.
3. Responsible for performing work duties in a safe manner, adhering to all established safety procedures and providing input into enhancing overall company safety.
4. Obtains/maintains credentials to act as a Notary Public.
5. Attends job relevant seminars/conferences.
6. Treats agency’s program participants with respect and dignity.
REQUIREMENTS:
1. High School Diploma or equivalent; Associates degree preferred.
2. Minimum of two years of experience providing administrative and clerical support in a business setting.
3. Exceptional organizational and time management skills; ability to multi-task.
4. Effective interpersonal skills, strong verbal communication and writing skills.
5. Sound knowledge of business equipment, computers and software applications.
6. Must be attentive to detail and perform correspondence, record/database maintenance functions with a high degree of accuracy.
7. Possesses strong computer skills.
8. Flexibility to attend after-hours Board meetings and other events as needed.
9. Valid Connecticut driver’s license.
10. Available means of transportation
11. Automobile insurance in force per Kuhn’s specifications when using personal vehicle for work related purposes.
PHYSICAL REQUIREMENTS:
Able to operate office business machines, i.e. computer, copying machine, etc.
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