Executive Assistant to the CEO/COO

 

GENERAL FUNCTION:

Independently provides administrative support to the CEO, COO, BHR Boards, and executive team. Performs confidential administrative and support work as well as specialized planning and project work. This position is highly responsible that involves access to sensitive materials including personnel, payroll, and financial records.

 

RESPONSIBLE TO:  Chief Executive Officer

QUALIFICATIONS:

  • BA/BS in business or related field highly desired but not required.

  • A combination of education and experience that enable the candidate to successfully perform the duties of the job may substitute for degree.

  • Minimum of five years' experience in progressively responsible positions, including administrative or supervisory experience.

  • Demonstrated punctual, regular and reliable attendance is required.

  • Possess advanced organizational skills including planning goal setting, and prioritizing.

  • Must pass pre-employment and annual criminal background and Inspector General checks

  • Must possess valid driver's license and have reliable personal transportation.

    KNOWLEDGE, SKILLS, AND ABILITIES:

  • Excellent communication skills, both orally and in writing. Competency in English grammar, usage, spelling, and punctuation.

  • Ability to provide clear, concise information to a variety of audiences.

  • Demonstrated advanced Microsoft Office skills and ability to become proficient in agency specific programs and software.

  • Ability to adapt readily to change.

  • Ability to manage events, including all aspects of large fundraising campaigns.

  • Ability to create, format, input, transcribe, retrieve, copy, and transmit data and graphics in professional, polished product.

  • Skill in sourcing grand opportunities and writing grant proposals at federal, state, and local levels and facilitating all internal and external processes for professional completion.

  • Ability to maintain strict confidentiality in a tactful and professional manner.

  • Strong project management, organizational, and problem solving skills.

  • Skill in multi-tasking and prioritizing competing demands within established deadlines.

  • Ability to self-direct work and work without direct supervision.

  • Skill in presenting a professional and friendly demeanor and represent the organization in the community, when interfacing with contractors, vendors, people served, and internal customers.

  • Ability to use good judgment in a variety of situations in the absence of direct supervision.

    TYPICAL DUTIES & RESPONSIBILITIES: 

  • Assist Chief Executive Officer and agency directors in carrying out administrative goals and objectives through special projects, identification of problems, development and implementation of solutions, and organization and prioritization of administrative work.

  • Provide support to Boards including coordinating meetings and taking minutes, maintaining records and files, and disseminating information to appropriate people.

  • Track and renew licenses with DSHS and other State agencies;  track and compile statistical and administrative reports, including quarterly reports to the County, from source data supplied by various departments within the agency.

  • Assist in implementation of agency policies and procedures, make recommendations as necessary to assure agency compliance with federal and state laws and contract provisions.

  • Read and analyze incoming memos, emails, and other communications to determine significance and plan distribution and recommend plan for response to executives.

  • Assist in regular planning and response of CEO and other executive team members related to reports, contracts, meetings, and events.

  • Planning and managing appointments of CEO/COO and corporate events.

  • Works directly with BHR Foundation Board and Governing Board.

  • Manage and maintain the BHR Foundation database, coordinating mass mailings and updating donor information

  • Design and publication of agency materials, brochures, business cards, letterhead, forms, ad copy, etc.

  • Manage client satisfaction survey distribution/collection and report results.

  • Other duties as required.

      SUPPLEMENTAL INFORMATION:

  • Contacts are primarily with BHR employees and governmental agencies in response to questions or to verify information.

  • May have contact with vendors on a regular basis.

  • Accountable for the accurate and timely completion of tasks.

  • Work is performed according to procedures requiring the use of sound judgment.

  • Work is primarily performed in an office setting with frequent interruptions and under the stress of competing time lines.

  • Work may include travel to various locations, in all types of weather, including evenings, weekends, or holidays.

  • Customer contacts may be emotionally sensitive or confrontational.

    PHYSICAL REQUIREMENTS:

  • Sit or stand at a computer approximately 80% of the time.

  • Lift between 5 and 20 pounds approximately 5% of the time.

  • Reach, twist, and/or turn approximately 10% of the time.

  • Look at a computer screen approximately 80% of the time.

  • Use phone communications approximately 40% of the time.

  • Stoop, bend, and climb approximately 4% of the time.

  • Drive a vehicle approximately 3% of the time.

  • Ability to enter data for extended periods of time.

  • Ability to reach at shoulder height or lower approximately 5% of the time.