Executive Assistant to Programs

Part-time, Monday–Friday

About the role

The Executive Assistant to Programs provides administrative and other support to the Chief Program Officer (CPO), Associate Chief of Programs (ACP), Day and Residential Services.

Responsibilities

• Provide administrative support to the Adult Services Departments, including all residential and day services programs.
• Assist in planning and conducting special events in the community and company-based events, including ordering food, equipment, scheduling facilities, and securing supplies.
• Handle special projects as requested.
• Create and maintain monthly spreadsheets and reports.
• Create and/or maintain departmental forms, policies, procedures, and checklists.
• Perform data collection and data entry.
• Prioritize conflicting needs, handle matters proactively, and follow through on projects to successful completion, often with deadline pressures.
• Initiate correspondence or telephone calls as needed.
• Attend meetings as requested to take minutes and maintain meeting minutes, agendas, action plans, and resolutions.
• Manage calendar for the CPO/ACP by scheduling individual and team meetings, ensuring no conflicts exist.
• Work with vendors and assist in major purchases for the group homes.
• Receive, log, and track weekly Service Authorizations sent by the state.
• Create contracts for Client Services.
• Serve as the point of contact for outside donations.
• Assist with deliveries to residential sites.
• Assist with client lunch coverages, including group and 1:1 scenarios.
• Maintain acceptable work standards in all areas, including attendance and punctuality.
• Complete all training in the required timeframe.
• Perform other duties as assigned.

Physical tasks

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 25 pounds at times unassisted.

Requirements

• High school diploma or GED.
• Minimum of two years’ experience in a comparable position; previous training experience is desired.

Skills

• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Ability to handle multiple projects simultaneously.
• Proficient in Microsoft Office Suite or related software.
• Strong technology skills.
• Excellent organizational skills and attention to detail.
• Basic understanding of clerical procedures and systems such as recordkeeping and filing.
• Good judgment.
• Excellent time management.

Pay

$17.00/hour