Executive Assistant

The incumbent will function as principal support staff to the Senior Executive Assistant to the CEO, and Executive Management Team (COO, CFO, and HR Director) and back up support to Program Directors.

SUPERVISION:

Received: The incumbent works under the direct supervision of the Senior Executive Assistant and Executive Officers based on project.

Exercised: Not Applicable

RATE: $26.18-$27.72 per hour; experience to be considered

JOB RESPONSIBILITIES:

• Provides a wide variety of clerical/administrative support to the Senior Executive Assistant and Executive Management Team, and other program directors as assigned to include but not limited to drafting written material, design messaging, assist in preparing presentations.
• Maintains confidentiality in all dealings for Executive Management Team with clients, staff, public officials, and all other parties who have contact and/or business interactions with these officers.
• Assists with preparation of contracts and amendments as required.
• Responsible for regular maintenance of a management system for contracts, and other important agency documentation, including both hard copy and/or electronically as directed; organizes and maintains active/special project files as directed.
• Assists with screening telephone calls and drop-in visitations for the Executive Management Team, as well as placing outside calls for any of the officers.
• Assists with making appointment/meeting and travel/lodging arrangements (internally and externally) as needed for the Executive Management Team.
• Provides switchboard relief as assigned, to include postage machine operation.
• Provides technological assistance to support staff and other administrative staff as needed to include software assistance, social media updates, monthly newsletter and annual report content and design.
• Assists with reviewing and monitoring the agency website and internal site for updates and accuracy.
• Inventories, orders and maintains adequate office supplies for Executive offices.
• Assists in the calendarization, development and implementation of special Agency events, community assessments, trainings, etc.
• Adheres to all management policies and procedures while acting in a professional manner with clients, staff and the Administrative Team.
• Maintains professional boundaries with all current, past, and prospective clients, and maintains the confidentiality of clients and staff, in accordance with CAPHR policies and procedures.
• Presents professional and positive image as a representative of CAPHR.
• Abides by all CAPHR safety policies and procedures and is responsible for having adequate knowledge of all CAPHR programs and will, when necessary, gather sufficient intake information to make referrals to other CAPHR programs beneficial to clients, his/her family and/or friends.
• Performs all other duties as assigned by the supervisor or his/her designee(s).

 REQUIRED SKILLS AND ABILITIES:

• Strong, accepted-practice secretarial skills
• Strong time management and organizational skills
• Expertise in social media management, and technical and computer programs such as, but not limited to, Word, Excel, Outlook, Adobe Acrobat, PowerPoint, Canva, etc.
• Operate office equipment including, but not limited to, printers, copiers, fax machines, and telephone systems
• Exceptional written and oral communication skills
• Ability to work in a fast-paced, deadline/detail-oriented environment
• Ability to self-manage multiple tasks
• NH Notary Public or Justice of Peace, or ability to obtain such
• Driver’s license and personal vehicle
• Minimum of a high school diploma (business college experience a plus).
• Minimum of 5 years of progressive, office management and leadership experience in executive level environment.

EDUCATION AND/OR EXPERIENCE:

• Minimum of a high school diploma (business college experience a plus).
• Minimum of 5 years of progressive, office management and leadership experience in executive level environment.

PREFERRED EXPERIENCE:

• Knowledge of local, state and federal government.