Department: / Administration
Reports To: / Chief Executive Officer
FLSA Status:
Prepared by: / Insperity (th)
Position Summary: Under limited supervision, the Executive Assistant is responsible for assisting the CEO with managing administrative tasks as well as special projects such as preparation of major gift requests, grant/foundation applications or proposals, and United Way campaigns. The Executive Assistant exercises a wide degree of creativity and latitude to effectively perform the duties of the position. This position may work occasional evenings, as needed.
Essential Duties and Responsibilities include the following. Other duties may be assigned.
- Performs administrative duties on behalf of the CEO including: managing incoming/outgoing mail, fielding calls, schedule management, supply orders, credit card reconciliation, addressing IT issues, travel arrangements, file and binder maintenance.
- Serves as onsite liaison for various vendors – copier, security cameras, IT, etc.
- Orders office supplies for various staff.
- Generates Quality Management reports and maintains records.
- Generates reports for monthly managers’ meetings and maintains the meeting minutes.
- Maintains records of agency MOUS/letters of agreements and ensures current status.
- Records minutes of various internal meetings.
- Performs notary services for Santa Maria Hostel.
- Maintains petty cash for Bonita House location.
- Prepares media/PR materials as needed.
- Assists with the development of proposals by reviewing for basic grammar, spelling and punctuation and gathering required support documents.
- Assists in the collation and ensures the order and inclusivity of all proposals.
- Assists with the preparation of monthly reports and agenda for Board meetings (coordinating the process for dissemination with the Governing Board Chair and the CEO).
- Maintains records of all Board meetings including the agenda, minutes and attachments.
- Serves as liaison and support to the Board of Directors.
- In coordination with the development department, ensures that Santa Maria Hostel’s mailing list is maintained.
- In coordination with the development department, maintains an account of donation responses at Santa Maria Hostel’s sites and ensures that donor acknowledgements are generated in a timely manner.
- Coordinates logistics for special events (i.e. client graduations, community forums, trainings).
- Serves as Santa Maria Hostel’s greeter for guests at the administrative offices.
Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Competencies: To perform the job successfully, an individual should demonstrate the following:
Communications – Expresses ideas and thoughts verbally. Expresses ideas and thoughts in written form. Exhibits good listening and comprehension. Keeps others adequately informed. Selects and uses appropriate communication methods.
Conflict Resolution – Encourages open communications. Confronts difficult situations. Maintains objectivity. Keeps emotions under control. Uses negotiation skills to resolve conflict.
Customer Service - Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments.
Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals; Completes tasks on time or notifies appropriate person with an alternate plan.
Ethics - Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values.
Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.
Education/Experience:
Associate's degree (A. A.) or equivalent in business administration, communications or health-related field from two-year college or technical school; or three years’ related administrative experience in a healthcare setting and/or training; or equivalent combination of education and experience. BA degree preferred. Demonstrated skills in data reporting and composition of written communication materials.
Language Ability:
Ability to read, analyze, and interpret common scientific and technical journals, financial reports, and legal documents. Ability to respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community. Ability to write speeches and articles for publication that conform to prescribed style and format.
Math Ability:
Ability to work with mathematical concepts such as probability and statistical inference, and fundamentals of plane and solid geometry and trigonometry. Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.
Reasoning Ability:
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Computer Skills:
Demonstrated working knowledge at the advanced level in Microsoft Office, Internet and web-based systems. Previous experience in creating media materials preferred.
Certificates and Licenses:
If driving on SMH business, must have a valid Texas Driver’s License and provide proof of current insurance. Certified by the State of Texas as a Notary public or completion of such within first six months of hire.
Supervisory Responsibilities:
Not applicable
Work Environment:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this position, the employee is regularly required to sit and use hands to finger, handle and feel. The employee is frequently required to reach with hands and arms and talk or hear. The employee is occasionally required to stand, climb or balance, stoop, kneel, crouch or crawl. The employee must occasionally lift and/or move up to 50 pounds. Specific vision requirements include: close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus.
The above job description is not intended to be an all-inclusive list of duties and standards of the position. Incumbents will follow any other instructions, and perform any other related duties, as assigned by their supervisor.
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ACKNOWLEDGED: Supervisor/Manager SignatureDate
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ACKNOWLEDGED: Employee SignatureDate
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PRINT: Employee Name
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Executive Assistant / Created - 4/6/163410900 / Revised - 2/2/19