Executive Assistant - Family Residences and Essential Enterprises

Overview

Summary/Objective

Under the overall supervision of the Executive Office staff, the Executive Administrative Assistant performs complex tasks of an administrative nature for the Executive Office. This is a role requiring executive level responsibilities that would involve minimum supervision.

Responsibilities

Essential Job Functions

• Demonstrates professional conduct at all times.
• Follows the code of conduct and Agency expectations as outlined in the Employee Handbook.
• Attends and completes training in accordance with New York State regulations and Agency policy.
• Thorough knowledge of modern office practice and procedures including the use of a computer, office fax machine, copier, and other related office equipment and project a positive, professional image to providers, regulatory bodies, and the public.
• Ability to communicate effectively orally and in writing.
• Ability to take sufficient notes at a meeting, using a voice recorder if necessary, to prepare an accurate record of the meeting.
• Ability to prioritize assignments and perform problem solving consistent with the level of independence associated with this position.
• Ability to work on several projects simultaneously and follow up as needed to complete the assigned projects within time constraints.
• Ability to compose drafts of correspondence and memos and to proof read spelling, punctuation and content.
• Ability to anticipate what is needed to assist in meeting preparation.
• Understanding of calendar management and the ability to schedule/change meetings to ensure time management for the executive team.
• Ability to work independent with minimum supervision.
• Reports all violations and/or accidents in Agency or personal vehicle in accordance with New York State regulations and Agency policy.
• Follows OSHA regulations, including universal precautions.
• Performs additional responsibilities, as assigned.

Duties and Responsibilities

• Drafts correspondence, memoranda, etc. members of the Executive Staff and other Executive team members.
• Manages calendars to ensure time management.
• Schedules/changes meetings as needed including reoccurring meetings.
• Attends, takes minutes, transcribes, and distributes minutes for Administrative meetings; Board Meetings and any other meetings as assigned.
• Prepares meeting agendas for review and creates all meeting packets.
• Monitors follow-up of any open agenda items from the meetings reflected in above.
• Distribute and track as necessary mail, internal reports and memos.
• Mediates Emergency situations in the absence of the Executive Staff and directs them to the appropriate parties.
• Provides coverage at the front desk as requested.
• Acts as the direct contact for all potential candidates for vacant positions via FREE’s applicant tracking system for direct chiefs.
• Manages incoming mail.
• Able to prioritize assignments and performs problem solving consistent with the level of independence needed for the position.
• Completes registration and transportation for Executive Staff as needed for external conferences.

Qualifications

Education, Work Experience, and Competencies

• High School Diploma required, Associates degree or higher preferred.
• Maintain positive and professional team member relationships.
• Valid New York State Driver's License and meets the criteria to be an agency driver.
• Must have strong computer skills.
• Must have strong writing skills.
• Excellent time management skills and the ability to prioritize work.
• Excellent phone skills
• Sufficient skill in typing.
• Strong problem solver and analytical thinker.
• Similar office administrative experience preferred.
• Ability to be flexible to accommodate the needs of the division and the individuals we support.

FREE’s Core Values

All team members are expected to represent the core values of the organization, outlined below, at all times.

Integrity...we expect the conduct of all team members in the FREE network to be rooted in transparency and honesty and to be consistent with our stated values.

Diversity...we believe in the dignity and worth of all people. We strive to foster an appreciation of, and respect for, the differences among all of us that enrich the world.

Responsiveness...we commit to striving to meet to the needs of the people we support, valued team members and the unmet needs of the community.

Quality...we support people to plan, choose, and contribute to their personal outcomes and to live a rewarding life based on their individual choices and preferences.

Stewardship...we recognize our responsibility in managing the resources of the FREE network responsibly, effectively, and efficiently.

Innovation...together, we find creative solutions to take advantage of opportunities and meet challenges while celebrating our collective accomplishments.

Interdependence... we pledge to promote a collaborative environment driven and enabled by a dedicated team of professionals. WE is more powerful than YOU or I.