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Executive Assistant

2 months ago

Kalamazoo, United States Bethany Full time
Executive Assistant

Requisition #: req14236

Location: Kalamazoo, MI

Hours: Full-time (40 hours/week)

At Bethany Christian Services, we believe families provide the strongest foundation for care and connection. That's why we focus on strengthening and empowering families, always advocating for family-centered solutions to keep children safe. Our work began in 1944 with the care of a single child. Today, inspired by our faith, our aim is to demonstrate the love and compassion of Jesus in our services for children, youth, and families. Working at Bethany means joining a team of nearly 2,000 dedicated professionals with diverse skills, serving communities across the country. Together, we're united in our mission and these shared values: we're motivated by our faith, we support one another, we champion justice, we pursue excellence, and we're in it for the long haul.

As an Executive Assistant, you will be primarily responsible for ensuring the smooth and efficient administrative operations for the Executive Branch Director This individual will provide support by scheduling events as well as managing their calendar to ensure top notch time management.

This position is expected to function effectively with moderate supervision while following the guidelines given on procedures, along with agency, federal, and state regulatory requirements.

ESSENTIAL JOB RESPONSIBILITIES
  • Provide administrative support based on the day-to- day needs of operations;
  • May provide support to other Executives, as needed;
  • May assist SVP and VP's with special projects to include auditing, reporting, team building, and training sessions, as requested;
  • Assist in completing the monthly financial task to include but not limited to invoices, credit card reconciliation, and budget document distribution as requested by direct manager;
  • Attend applicable team building meetings and other interactive sessions, as requested;
  • Assist with the technical support such as contacting IT and/or facilitating equipment updates for direct manager and remote staff;
  • Coordinate and maintain a schedule of appointments, and arrange conferences, interviews, and meetings, as requested;
  • Draft correspondence and/or transcribe meeting notes;
  • Proofread and edit correspondence, as requested;
  • Assist with projects, as requested; Set up meetings and coordinate scheduling for VP or SVP on an ongoing basis;
  • Assist with coordination of trainings;
  • Assist with travel arrangements;
  • Assist with compiling information for reports or audits;
  • Coordinate with Human Resources when jobs are posted and assist with obtaining all new hire documents;
  • Assist with onboarding new staff;
  • Assist with fundraising events and other branch related staff events;
  • Oversee compliance with the branch's cell phone plan and order practices, as needed;
  • Perform administrative task, and other document gathering and filing;
  • May be required to perform basic bookkeeping and accounting functions, as needed;
  • Complete other duties as assigned.
QUALIFICATIONS:
  • Bachelor's level degree from an accredited college;
  • At least three (3) years of prior experience in an administrative support role;
  • Excellent verbal and written communication skills;
  • Strong attention to detail and highly organized;
  • Ability to work independently and exercise a high level of confidentiality;
  • Demonstrated ability to complete time sensitive task in a timely manner;
  • Working knowledge of office practices, procedures, and basic Accounting;
  • Computer skillssufficient to perform essential functions including knowledge of MicrosoftOffice suite;
  • Must be 21 years old with a valid driver'slicense with at least 3 years driving experience to operate a vehicle on behalfof Bethany. Must also pass a Motor Vehicle Records (MVR) check and maintain areliable vehicle with proof of adequate insurance coverage;
  • Pass a criminal history screen, including state and local child protection agency registries;
  • Subscription to and integration of the agency Statement of Faith, Mission Statement, and Diversity Equity and Inclusion Commitment.


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