Executive Specialist

About the role

At A&S Management, we provide high-quality, compassionate respite care to families of individuals with developmental disabilities. Our Mission Operations team plays a vital role in supporting employees and ensuring operational excellence across our growing organization.

Responsibilities

• Provides administrative support for various Executive Staff, along with special project assistance with other departments and agencies;
• Organizes special events (e.g. fundraisers, employee functions, etc.);
• Affords special projects, at the request of the Executive Staff member(s);
• Plans and coordinates multiple presentations, disseminates information, coordinates direct mailings, creates brochures, etc.;
• Generates, interprets, and delivers reports;
• Affords assistance in the delivery and collection of survey data;
• Generates and drafts correspondences, memos, charts, tables, graphs, business plans, etc.
• Proofreads documents for spelling, grammar, and layout, making appropriate changes.
• Maintains Executive Officer(s) &/or Staff calendars;
• Establishes, develops, and maintains a filing system for the executive staff;
• Retrieves information from files when requests;
• Conducts functions pertaining to documentation, recordkeeping, travel, finance, credit cards, involving purchases, contracts and other administrative duties assigned;
• Actively involved in the invoice/supply order approval process ensuring invoices are reviewed, approved, and distributed for payment and supply orders are submitted for processing;
• Arranges and schedules all administrative travel plans, conferences, meetings, and company activities;
• Maintains an appropriate inventory of office supplies and materials;
• Orders and requisitions office supplies;
• Maintains and coordinates other service contracts.
• Keeps and maintains an inventory of items for Admin events, anniversaries, and birthdays;
• Distributes all incoming and outgoing communication, deliveries, and postal shipments;
• Receives, directs, and relays telephone and fax messages to appropriate Executive Staff &/or personnel;
• Facilitates the delivery of training programs and determines eligibility of prospective attendees.
• Prepares and distributes training material such as handouts, evaluations forms and visual aids;
• Affords assistance with visual and audio set up working in coordination with IT support.
• Acts as a liaison with other departments and outside agencies, including high-level staff such as Executive Officers, Presidents, etc.
• Handles confidential and non-routine information and explains policies when necessary.
• Coordinates a division of workload with the Management Company's receptionist.
• Affords assistance with training, coaching, and employee development applicable to the front desk area.
• Continuously strives to provide excellent customer service, interpersonal communication and serves as a source of accurate information.
• Serves as a liaison for routine property-related needs, coordinating service requests with vendors or building contacts when issues are reported by staff or tenants; escalates facilities matters to the Administrative Manager or CAO as appropriate.

Qualifications

• High school graduate or equivalent (GED) plus post-secondary education in business administration, or related field;
• Prior administrative support &/or secretary experience (1-2 years preferred).

Skills

• Reads, writes, and communicates effectively in English and Spanish;
• Uses standard office machines such as a personal computer, calculator, copier, fax machine, telephone, etc.

Benefits

• Competitive Salary;
• Health, Dental, and Vision Insurance;
• Paid Time Off (Vacation, Sick Leave, Holidays);
• 401(k) Plan with Employer Match;
• Mileage Reimbursement (when applicable);
• Ongoing Training & Development;
• Supportive, Mission-Driven Team;
• Career Growth Opportunities.

Pay

Competitive Salary

Schedule

Standard hours: MondayFriday, 8 AM 5 PM with a (1) hour lunch. Occasional extended hours based on workload and deadlines. Full-Time, schedule.