Executive Administrative Coordinator
1 week ago
Salary: $15 - $16.50 per hour
Location: Covington, KY campus - Devou Park
Department: Administration and Human Resources
Reports to: Executive Administrative Assistant to the CEO
Supervises: N/A
FLSA Status: Non-Exempt
Profile Last Updated: March 4, 2024
Position SummaryThe role of the Administrative Assistant is to deliver comprehensive administrative support to C-Level executives and Vice Presidents, under the guidance of the Executive Administrative Assistant to the CEO. This position also entails managing front desk responsibilities during the primary receptionist's absence.
Successful candidates will exhibit adaptability, exceptional interpersonal skills, and the ability to juggle multiple tasks while effectively communicating with various levels of management, staff, clients, vendors, and donors. Adherence to the Seven Commitments of Sanctuary and the application of Sanctuary tools is essential.
Key ResponsibilitiesAdministrative Support (75%)- Deliver general administrative assistance to C-Level executives and designated Directors as directed by the Executive Administrative Assistant to the CEO. Responsibilities may include:
- Coordinating meetings and managing schedules.
- Handling filing, correspondence, reference checks, and documenting meeting minutes for executives as assigned.
- Supporting the annual Giving Tree initiative.
- Overseeing agency wish lists and online gift registries.
- Assisting in the preparation of materials for community engagement events.
- Coordinating food and catering services for meetings and events.
- Facilitating New Employee Orientation and agency meetings.
- Managing the ordering process for agency apparel and identification materials.
- Exhibit flexibility and self-motivation with strong time management skills. The administrative assistant will be expected to manage routine matters and various assignments with minimal supervision.
- Handle confidential and sensitive information with discretion.
- Demonstrate attention to detail and effective communication, ensuring all written and electronic correspondence is professional and error-free.
- Quickly familiarize oneself with agency policies, procedures, and stakeholder relationships.
- Perform essential functions of the position with or without reasonable accommodation.
- Oversee the reception area of the administration building during business hours.
- Answer incoming calls in a professional and friendly manner, directing them to the appropriate personnel.
- Welcome guests and visitors with a positive attitude, ensuring timely notification of their arrival to relevant staff.
- Manage deliveries and ensure timely communication regarding package arrivals.
- Sort incoming mail and assist departments with outgoing mail preparation.
- Facilitate in-kind donations, ensuring proper documentation and routing.
- Provide assistance to new hires with onboarding paperwork and coordination of drug screening.
- Maintain the presentation and functionality of conference and hospitality rooms.
- Support colleagues with various administrative tasks as needed.
- Perform essential functions of the position with or without reasonable accommodation.
Perform other assigned tasks as required.
Physical Demands and Work EnvironmentThis position requires regular standing, walking, and communication. The employee must be able to handle objects and reach with hands and arms. Occasional sitting, kneeling, and carrying may be necessary. Specific vision abilities required include close vision and the ability to adjust focus.
Minimum Qualifications- Associate degree in English, Communications, Business, or a related field, or equivalent experience. Bachelor's degree preferred.
- 1-2 years of experience in an administrative role, with some reception experience preferred.
- Proficiency in Microsoft Office Suite, including Outlook.
- Strong written and verbal communication skills.
- Self-motivated, organized, and adept at multitasking.
- Ability to manage confidential information responsibly.
- Adaptability to changes in work tasks or environment.
- Critical thinking skills and ability to work independently.
- Effective time management skills.
- Comfortable collaborating with all levels of staff and stakeholders.
- High performance standards and accountability for task completion.
- Current driver's license and insurance required.
- Demonstrated sensitivity to diverse cultural and socioeconomic backgrounds.
- Availability for occasional evenings and weekends.
CHNK Behavioral Health is an Equal Opportunity Employer.
Benefits include 18 PTO days, 13 paid holidays, 6 Long Term Illness days, retirement plan with 6% match after 1 year, tuition reimbursement, student loan repayment assistance, 4 weeks of paid parental or elder care leave, zero deductible medical plan, dental and vision plans, and employer-paid life and long-term disability insurance.
CHNK is certified in LGBTQ+ competencies, workplace equity, trauma-informed care, and offers best-in-class benefits.
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