Division Director Executive Assistant
4 weeks ago
We are seeking a highly skilled and experienced Administrative Support Specialist to join our team at HOPICS. The successful candidate will provide administrative support to senior/executive management, performing a variety of tasks to ensure the smooth operation of our organization.
Key Responsibilities- Administrative Support: Provide administrative support to senior/executive management, including screening calls, managing calendars, making travel and meeting arrangements, preparing reports and financial data, and drafting written documents.
- Communication: Develop and maintain effective communication with internal and external stakeholders, including program staff, agency partners, and outside agencies.
- Database Management: Design and maintain databases to support the organization's operations.
- Financial Management: Review financial assistance and check requests for quality control.
- Event Planning: Coordinate and plan meetings, events, and other activities.
- Reporting: Prepare and edit correspondence, communications, presentations, and other documents.
- Training and Development: Provide training and support to lower-level staff as needed.
- Customer Relations: Develop and maintain effective relationships with clients, stakeholders, and other external partners.
- Education: Bachelor's degree in Business Administration, Organizational Leadership, Human Services, or a related field.
- Experience: More than two years of administrative support or analyst experience.
- Skills: High proficiency in Microsoft Word, Excel, PowerPoint, Visio, Constant Contact, and the Internet.
- Knowledge: Knowledge of basic filing structure, ability to organize and manage multiple priorities, and experience working with individuals from diverse cultural, ethnic, and socio-economic backgrounds.
- Certifications: TB test, CPR, and First Aid certification required.
This position requires the ability to work in a fast-paced administrative setting, with frequent interruptions and changes in priorities. The successful candidate will be able to handle multiple tasks and responsibilities, and maintain a professional demeanor in a client-friendly environment.
Physical and Mental Requirements- Physical Requirements: The successful candidate will be able to sit, stand, read, write, walk, think, file, reach, staple, and bind, type, drive, carry (max 25lbs), think, listen, and speak.
- Mental Requirements: The successful candidate will be able to handle constant distractions, interruptions, and uncontrollable changes in priorities and work schedules, and be able to process information, think, and conceptualize.
HOPICS is an Equal Opportunity Employer. We are committed to diversity and inclusion in the workplace, and welcome applications from qualified candidates from diverse backgrounds.
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