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EXECUTIVE ASSISTANT

POUGHKEEPSIE, NY

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Category:

FULL TIME

Status:

TEMP TO PERM

Type of Business

NON PROFIT

Job Qualifications:

Schedule and Pay:

  • Hours: Monday-Friday, Full Time
  • Pay Range: $40,000-$50,000/Year, Depending on Experience
  • Temp to Perm
  • Location: Poughkeepsie, NY

Job Description:

Responsibilities Include:

  • Responsible for providing direct assistance and oversight for central administrative tasks that support members of the leadership team.
  • The position demands a high degree of organization and interpersonal skills, and the ability to communicate effectively with staff and other agencies.  
  • The position utilizes strong administrative skills to perform word processing, file management, distributing office supplies, meeting scheduling and minute taking. It also requires incumbent to work with discretion in the processing of confidential information. Enthusiastically supports, practices and communicates agencies Mission and Statement of Values.
  • Our mission is to bring people together to find the support they need, improving their lives and communities, and building a stronger, safer Hudson Valley.
  • Attend weekly, committee, and other meetings as assigned. Take minutes and monitor progress on follow up responsibilities by committee and board members. 
  • Manage mail for Leadership Team.
  • Maintains calendars and coordinates meetings for Leadership Team.
  • Assists in preparing needed paperwork for audits and needed data.
  • Provide administrative support for contract administration.
  • Assist Behavioral Health Center Directors/Medical Director in setting up and coordinating meetings that could be agency-wide, based on specific classifications of employees or center specific. Make the arrangements, get invitations out, confirm attendance, prepare presentation materials, etc.
  • Prepares and processes a variety of documents, correspondence, etc., including formatting and appearance, for members of the Leadership Team.
  • Provide support on special projects and other duties as assigned.
  • Transcribing dictated recordings
  • Manage calendar/Schedule meetings for key staff
  • Make travel arrangements as needed
  • Relay directives/information to agency personnel/follow-up
  • Open and distribute agency mail in accordance with the Mail Opening Policy and Check Receipt Procedure.
  • Receive, distribute and respond as necessary to general information correspondence received via agency website.
  • Participate on agency committees
  • As forms are revised, update them in the shared drive.
  • As required, prepare check requests, supply/purchase forms, travel expense reports.
  • Assist partner agencies in setting up and coordinating meetings. Make arrangements, get invitations out, confirm attendance, prepare/print presentation materials, etc.
  • As required, participate in meeting soutside the agency.
  • Send reminder emails and meeting invitations to all weekly, committee and other agency meetings.
  • Assists in getting documents requiring signature and sending them back.
  • Coordinate meetings between new staff and the leadership team.
  • Print all related material for the leadership team.
  • Buy food and supplies for special events [all staff meeting, trainings, meetings, etc.]
  • Coordinate venue for special events [All Staff meetings, holiday party, etc.]
  • Prepare attendance lists and required documents for special events.
  • Assist uploading documents in Grants Gateway.
  • Keeping staff information updated in Constant Contact[adding/deleting staff]
  • Assist any member of the Executive Team in coordinating meetings, interviews, etc.
  • Take minutes at Leadership Team meetings.
  • Provides administrative support at Medical Staff Meetings &Clinical Incident Review meetings.
  • Responsible for administering agency subpoena process.
  • Responsible for recordkeeping related to clinical incidents.

 Full Performance Knowledge, Skills, Abilities And Personal Characteristics:

  • Knowledge of software packages for word processing, spreadsheets and database management to produce a variety of reports and documents;
  • Knowledge of composition, grammar, spelling, punctuation and required necessary to develop correspondence and reports or correct such errors in the correspondence and reports of others; 
  • Knowledge of office practices necessary to obtain a full range of office support services such as printing, maintenance and supply services efficiently and cost efficiently;
  • Knowledge of computational skills to monitor unit activity, track budget accounts and oversee the purchase of supplies and equipment;
  • Knowledge of contract administration to ensure process meets legal requirements;
  • Knowledge of governmental purchasing practices and the bidding process;
  • Skill in operating office equipment to produce work accurately and efficiently;
  • Ability to assist the administrator/supervisors in the management of the work flow of the department, which may involve supervision of the work of others assigned to the office for special projects or on a regular basis;
  • Ability to schedule meetings involving numerous people with conflicting schedules;
  • Ability to coordinate agendas, take minutes and prepare summary notes for meetings;
  • Ability to learn and understand departmental functions and style of administrator to directly assist the administrator by screening inquiries and giving appropriate information;
  • Ability to speak knowledgeably and with authority about administrative functions of the office or department and to advise staff on how to address situations that occur;
  • Ability to gather, compile and evaluate information and records, prepare reports and make recommendations based on analysis of data collected;
  • Ability to specialize in the use of office automation equipment(including software) and act as a resource to others;
  • Ability to develop and maintain collaborative and supportive working relationships with all members of the clinical and administrative staff; inform Center Directors of relevant clinical and administrative issues; consult appropriately; actively support program goals and system improvements/changes.  
  • Executive Assistants often handle sensitive company information. It is important not only to be able to maintain proper confidentiality but also to always act in a way that reflects personal discretion, superior judgment and utmost integrity. In short, it is necessary to inspire trust. Personal characteristics such as cheerfulness, empathy, and diplomacy are also highly valued.
  • Personal characteristics necessary to perform the duties of the position;
  • Physical condition commensurate with the demands of the position.

Minimum Qualifications:

  • Five plus years of experience working as an administrative assistant plus an associate’s degree in a related field.

OR

  • Ten plus years of experience working as an administrative assistant plus a high school diploma.
  • Excellent organizational skills, customer services skills
  • Ability to maintain confidentiality and understand HIPAA regulations

 Benefits:

Do you value flexibility and support in your work environment? We offer a wide variety of competitive benefits, services and programs that provide our employees the resources to pursue their goals, both at work and in their personal lives. Our benefits packages include:

  • Medical/Dental
  • Vision
  • Life Insurance
  • Vacation, Personal and Sick time
  • Tuition discount Programs

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EXECUTIVE ASSISTANT
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