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Executive Assistant

3 months ago

Saint Louis, United States Behavioral Health Network of Greater St Louis Full time
Job DescriptionJob Description

JOB SUMMARY: The Administrative Assistant will play a crucial role in supporting the organization’s success by working closely with the CEO to manage key administrative functions. This position will also collaborate with the Director of Employee Relations and Administrative Operations to enhance recruiting and human resource initiatives. The ideal candidate will possess exceptional customer service skills and embody the principles of servant leadership, reinforcing the forward-facing image of the organization. This role involves engaging in a variety of projects, from basic to highly complex, offering significant opportunities for professional growth and development. BHN seeks a proactive and dedicated individual who excels in a collaborative environment and is committed to contributing to the organization's mission.

Essential Duties and Responsibilities

  • Complete various administrative tasks for Executive Leadership: managing calendar appointments for the CEO, coordinating and scheduling community meetings via Outlook, taking minutes, communicating with stakeholders, and developing and sending supporting materials.
  • Schedule and prepare leadership agendas/materials for team and board meetings; take notes, follow up on action items, and create and/or update PowerPoint decks.
  • Work directly with the Board of Directors, answering questions and providing prompt and accurate information. Prepare Board meeting materials, set up for meetings, create PowerPoint presentations, create Board Orientation materials, and take meeting minutes.
  • Assist Director of Employee Relations and Administrative Operations in the recruiting process, including writing job advertisements, posting on job boards, conducting phone screens, scheduling interviews, and collecting application materials.
  • Assist Director of Employee Relations and Administrative Operations in providing administrative support to the agency at large including, but not limited to: planning and facilitating monthly agency-wide team-building activities, staff meetings, and annual events.
  • Manage and maintain personnel files, conducting personnel audits as needed.
  • Create and manage timesheets and expense sheets using Excel.
  • Maintain office inventory and order supplies as needed.
  • Answer and direct phone calls.
  • Open, sort, and distribute mail.
  • Coordinate and plan organization-wide events and activities.
  • Handle catering for meetings and events. Work with external vendors when planning out-of-office events and meetings.
  • Performs other duties as assigned.

Qualification, Skills, and Knowledge Requirements

  • Bachelor’s degree preferred.
  • 2-4 years of administrative experience.
  • 4+ years of experience with Microsoft Office. Proficiency in Microsoft Excel required, including the development and management of tracking spreadsheets and fill-in forms.
  • Strong computer skills required.
  • Must have strong organizational and administrative skills and relevant clerical experience.
  • Strong customer service sensibility
  • Good written and oral communication
  • Commitment to maintaining confidentiality