Executive Support Assistant

7 days ago

Kansas City, United States Platte County Board of Services Full time
Job DescriptionJob Description

Position Title: Executive Support Assistant

Department: Compliance and Systems Security

Job Purpose: The Executive Support Assistant promotes those with intellectual/developmental disabilities to live their best lives by working closely with the team of directors and handles principal project duties that allow the senior leadership team to focus on decision-making. This extends from the initial goal setting and planning phases all the way through to project completion.

Evaluated by: Executive Director

Supervision Given: Office Facilitator & Front Desk Attendant

Classification: Non-Exempt

QUALIFICATIONS:

  • Associate or bachelor’s degree in business administration, business management, organizational leadership, or equivalent experience in an executive level supporting role is required.
  • Minimum three (3) years’ experience in a progressively responsible role providing administrative support to management or executive level staff. Supervisory experience preferred.
  • Previous project management experience.
  • Valid driver’s license, and good driving record.; Successfully pass a background check.; Eligibility to work in the U. S.
  • Previous interaction/exposure in either a health care or an I/DD service provider setting with basic understanding of operations and communications. (Preferred, not required)
  • Experience in professional setting managing multiple projects simultaneously.
  • Superior oral and written communication and networking skills in both internal and external settings.
  • Masterful organizational and leadership skills as demonstrated by previous professional success.
  • Excellent interpersonal, analytical, and management skills.
  • Proficient with general office equipment such as telephone, copier, etc.
  • Demonstrated calendar management skills, including the coordination of complex director’s meetings.
  • Proficient and highly literate in common computer applications including internet search, Microsoft Office (Word, Excel, PowerPoint) and email.
  • Ability to independently organize and prioritize work.
  • Must Possess, maintain, and operate a personal electronic device for the purpose of communication and two-factor authentication.

ESSENTIAL FUNCTIONS:

Promotes the PCBS Mission

  • Embodies the PCBS Vision, Mission, and Values Statements.
  • Ensures the human and legal rights of persons served are respected.

Provides Leadership

  • Facilitate current projects and coordinate with all team members to keep workflow on track.
  • Participate in project design meetings and propose improvements if necessary.
  • Evaluate potential problems and technical hitches and develop solutions.
  • Plan and manage team goals, project schedules and new information.
  • Manage project-related paperwork by ensuring all necessary materials are current, properly filed and stored.
  • Manage the communication and initiatives for the Board of Directors.
  • Direct project correspondences by preparing and reviewing project proposals, memos, meeting minutes and emails.
  • Identify, review, and prioritize opportunities with PCBS leadership to improve organizational efficiency and effectiveness.
  • Organize and communicate board meeting activities with the PCBS Board of Directors and PCBS leadership. Activities could include tax levy documentation, board bylaws, and other technical business activity.

Ensures Excellence

  • Develop a strong, proactive, and collaborative relationship with senior management team. Work closely on recommendations and solutions to drive an evolving best in class services within fiscal and appropriate organizational constraints and guidelines.
  • Orchestrate with directors the preparation for industry standard accreditation and program reviews.
  • Keeping meetings focused and planning and coordinating them effectively.
  • Setting key performance indicators to measure and improve team performance.
  • Communicate with project participants to identify and define project requirements, scope, and objectives.
  • Ability to maintain confidentiality of all information encountered.
  • Develop, recommend, and implement policies and procedures.
  • Monitor adherence to policies and established procedures. Propose methods which assure effective execution of program responsibilities.
  • Proofread and update policy and procedure manuals as required. Apprise staff of changes. Ensure alignment with existing PCBS policies and procedures.

Leads a Positive Work-Environment

  • Ability to implement change in a positive, sensitive, and forward-thinking manner.
  • Leads through being an excellent team player.
  • Leads the team with honesty and transparency fostering a trusting environment.
  • Leads teammates in a collaborative way that aids improvement of skills and outcomes.
  • Completes tasks on time and up to the expected standard.
  • Facilitate and/or participate in matters of dispute resolution, employee relations or other matters.

SECONDARY FUNCTIONS:

  • Attends all meetings and agency functions as required.
  • Is an active participant on committees and project work groups that help PCBS reach organizational goals.
  • Commits to a personal professional development plan in partnership with PCBS.
  • Handle all other additional responsibilities as needed and required.

PHYSICAL REQUIREMENTS/WORKING CONDITIONS:

  • Job demands include extended periods of sitting with some periods of standing and walking.
  • Will occasionally require light lifting, kneeling, stooping, crouching, or bending as appropriate.
  • Office based role with noise from persons served, office machines, and telephones.
  • Will have a substantial use of computers and/or other devices with screens.
  • May require periods of driving agency vehicles.

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