|Title:||Executive Assistant to the CEO|
|Location:||150 Magnolia Ave., Daytona Beach, FL|
Working Hours: 40 hours week; Mon-Fri; 8am-5pm with flexibility
This is responsible administrative and executive secretarial work performed for the CEO of Stewart-Marchman-Act Behavioral Healthcare. Work involves performing confidential, varied administrative work involving important contacts with board members, executive management, program supervisors/directors, and officials from other public and private agencies. Work requires understanding of various policies and processes, as well as operating with a high degree of independence over specified, standardized activity areas, and referring only highly unusual or technical problems to supervisor for decision. Work may also entail the supervision of two or more clerical/secretarial staff. The position also involves working with public relations and marketing staff.
Possession of a Bachelor’s Degree and a minimum of four (4) years of related administrative secretarial experience; or any equivalent combination of training and experience.
- Thorough knowledge of grammar, punctuation, spelling, syntax, appropriate style and arithmetic. Thorough knowledge of standard offices practices and procedures, equipment and clerical techniques. Thorough knowledge of the functions, laws, rules, regulations, and policies of the agency or the ability to acquire such knowledge. Considerable knowledge of personal computer software applications. Considerable knowledge of procedures for the proper maintenance of records.
- Ability to demonstrate proficiency in the use of personal computer software applications to include Word, Excel, Access, Publisher, and Power Point; ability to demonstrate proficiency in performing research on the Internet; ability to type and take and transcribe difficult dictation accurately and rapidly.
- Ability to exercise mature judgment, maintains confidentiality, and makes responsible decisions in accordance with established policies and procedures. Ability to organize and maintain complex filing and records systems and ensure confidentiality. Ability to operate a variety of office equipment, including personal computers, laptops, tablets, projectors, copiers, scanners and other electronic equipment. Ability to communicate effectively, both orally and in writing. Ability to proofread research files and logically organize information.
- Ability to compose and prepare correspondence as well as express oneself clearly and concisely on complex subjects. Ability to establish and maintain effective working relationships with public officials, employees, and the general public and to effectively and discreetly convey information.
- Ability to assist in the development of corporate marketing material for public distribution.
Assists in the strategic planning of both short and long-range goals for the institution, and the preparation of documents to execute them.
Assists administration in developing goals and objectives.
Attends all meetings of the Board of Directors and coordinates committees including preparing written minutes, agenda, notices and correspondence.
Maintains current list of all Board members, including demographic information.
Serves as liaison and channel of communication between the Board and any of its committees and administration.
Acts as custodian of corporate documents. Directs preparation and filing of corporate legal documents with government agencies to conform with statutes.
Maintains all board records; researches past board decisions and findings for board members; writes reports of findings and other subject matter; prepares replies to variety of requests; processes a variety of legal documents; processes Board applications.
Compiles information needed by CEO for conferences and reports, including but not limited to the Annual Report/Meeting.
Assists in conferences and other special events for the agency (i.e. Annual Meeting, appreciation activities in collaboration with HR and the Staff Personnel Committee).
Identifies and assesses problems that may arise; investigates and directs inquiries and complaints to the appropriate staff members.
Processes a variety of correspondence, reports, agreements, and contracts for the senior/executive officer and his/her management team; composes and edits written materials; develops statistical spreadsheets; obtains input from various committees and staff; plans and develops various meeting agendas; distributes draft agendas and makes revisions.
Attends and takes official minutes for various staff meetings and committees,; arranges all details of meetings, special events, retreats; prepares materials, plans locations and meetings logistics; makes travel arrangements for executive officer and others as directed.
Receives and screens telephone calls and visitors; assists in resolving problems; answers questions and makes referrals to other agencies for supervisor; schedules appointments, gives information to callers, handles or refers complaints/problems as appropriate, and performs other clerical work; schedules meetings; distributes mail.
Types letters, reports, documents and a variety of other material. This would including formatting, data collection and tabulation. Performs a variety of special projects and administrative duties; performs research on the Internet.
Develops and updates distribution lists for email, postage mail, and other bulk mailing projects.
- Makes commitment to SMA’s mission and core values the SMA Way
- Abides by principles of EEO compliance and a workplace of dignity and respect
- Works cooperatively in a group/team setting
- Shows respect to others
- Takes guidance and direction from supervisor
- Shows respect to others
- Arrives/Reports to work on time and ready to work
- Performs other related duties as assigned.
EEO Employer W / M / Vet / Disabled