Executive Office Assistant to CEO

POSITION/DEPARTMENT: EXECUTIVE OFFICE ASSISTANT TO CEO

PERSONAL QUALIFICATIONS: A two-year associates business degree. Four Year degree preferred. At least three (3) years successful work experience in a secretarial position or equivalent. This employee must be an experienced word processor and demonstrate competence in working with spreadsheets, be computer literate, and have a good knowledge and background of filing and general office procedures. The ability to communicate positively and well with others is necessary for this position. Need ability to handle multiple projects and duties simultaneously while maintaining high levels of confidentiality. Valid driver’s license and proof of insurance.

SUPERVISOR/CHAIN OF COMMAND: CEO

WORKING SCHEDULE: Full-time, non-exempt position scheduled to meet the needs of BGHNC and the CEO

Reasonable accommodations may be made to those who are able to perform the essential duties of the job. Must be able to pass any required drug test. A written negative drug screening test must be provided to HR prior to being hired. Background investigation required.

SERVICE RESPONSIBILITIES

1. Responsible for the daily operations of the Executive Office.
2. Maintain CEO’s correspondence, calendar & meeting management, and communication.
3. Supervise, support, and evaluate the switchboard operator.

1. Responsible for correspondence, agendas and minutes for board and sub-committee meetings.
2. Prepare agendas and minutes for the Executive Leadership Team and other meetings as directed by the CEO.
3. Support the CEO with developing effective communication within the organization.
4. Assist the CEO and the Chief Safety Officer as needed with maintaining accreditation standards.
5. Open office at 8:00 a.m. Monday through Friday; close office at 5:00 p.m.
6. Maintain accurate and up-to-date files on correspondence and necessary projects.
7. Handle all incoming and outgoing telephone calls related to the CEO.
8. Prepare and assemble materials for the Executive Committee and Board of Trustees meetings as requested by the CEO.
9. Act as recording secretary for Executive Committee meetings, Board of Trustees meetings or other committees as needed.
10. Assist with the acknowledgment of all gifts requiring the personal attention of the CEO.
11. Send flowers (or appropriate other recognitions) to employees who are hospitalized or at the death of an employee or members of an employee’s immediate family. Perform same for Board, significant donors, or others as directed.
12. Assist as needed with the design and publication of items needed by Boys and Girls Homes. Such items may include: Communiqué, appeal letters, Christmas cards, newsletter, brochures, advertisements, awards, signs, or other materials. Included in this may be the taking and maintenance of photos or videos necessary for the production of these items.
13. Assist the CEO with coordination of special projects.
14. Other related duties as assigned by the CEO.

WORKING CONDITIONS

Physical Requirements:

Walking, jogging 50%

Sports activities, lifting, carrying, pushing, pulling (up to 10#),

bending, twisting, tool use, standing 25%

Kneeling, walking on uneven terrain, climbing stairs/ladders,

reaching, squeezing, keyboarding, sitting, physical restraints,

lifting, pushing, pulling, carrying (up to 10#) 25%

ORGANIZATIONAL MISSION CORE VALUES

1. MISSION: BGHNC employees embrace the principles of integrity, servant leadership, dependability, inclusion, and commitment to promote health, healing, and hope to children, youth, and families.
2. PROFESSIONALISM: BGHNC employees demonstrate professionalism through positive leadership, giving and receiving feedback, and pursuing ongoing education and professional growth. BGHNC professionalism includes timeliness, attendance, maintaining appropriate boundaries in all settings, as well as engaging in conduct consistent with BGHNC values.
3. COMMUNICATION: BGHNC employees provide professional and empathetic feedback with all stakeholders. They communicate in a positive, strength-based approach in all interactions, demonstrating the integrity and excellence of the organization.
4. TEAMWORK: BGHNC employees engage in hands-on collaborative efforts with other team members, as well as the BGHNC organization. They strive to achieve a common goal of completing tasks in the most compassionate, effective, and efficient way – while building an extraordinary workplace with high standards. BGHNC teamwork is inclusive, equitable, and culturally competent.
5. STEWARDSHIP: BGHNC employees embrace a long-term approach to decision making. This approach benefits agency objectives while valuing clients, community, and the culture of BGHNC. BGHNC stewardship prioritizes a commitment to the organizational assets of property, staff, reputation, and history.
6. RESILIENCY: BGHNC employees demonstrate the ability to complete job responsibilities, exhibit adaptability and perseverance in all situations, maintain a growth mindset, and strive for an appropriate work/life balance.

EMPLOYEE ACKNOWLEDGMENT

This job description is a general description of the essential job functions. It is not intended as a contract of employment. Every effort has been made to identify the essential functions of this position. However, it in no way states or implies that these are the only duties you will be required to perform. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or is an essential function of the position.