Executive Office Coordinator

2 months ago

Staten Island, New York, United States Community Health Action of Staten Full time
Job Summary

We are seeking a highly skilled and experienced Executive Office Coordinator to join our team at Community Health Action of Staten Island. The successful candidate will provide administrative support to our Executive Director and the Executive Office, ensuring the smooth operation of our office and the delivery of high-quality services to our clients.

Key Responsibilities
  • Provide administrative support to the Executive Director, including scheduling, planning, and daily organizational tasks
  • Screen and respond to incoming correspondence, including phone calls, letters, and emails
  • Arrange programs, events, and conferences, including facilities and catering arrangements
  • Prepare records, such as agendas, notices, minutes, and resolutions, for corporate meetings
  • Take and transcribe minutes, and compose and prepare confidential correspondence, reports, and other complex documents
  • Attend board meetings and sub-committee meetings as assigned
  • Prepare communications outlining and explaining new or updated administrative procedures and policies
  • Arrange travel plans and itineraries, and monitor and document expenses
  • Assist in the creation and implementation of systems that enhance the organization and productivity of the Executive Director and office
  • Work with the Executive and Senior Leadership teams on projects as assigned
  • Collect and track records in support of the work of the CHASI Board of Directors
  • Assist with development and fundraising bookkeeping for incoming donations
  • Organize and schedule meetings for the department
  • Greet and assist visitors, treating guests with urgency and attention
  • Review monthly expenses and reconcile orders with internal backup for the Finance department
  • Participate in internal and external audits requiring executive records as needed
  • Provide direct supervisory support to the Janitorial Department staff
  • Implement and maintain workflows to address the janitorial needs of all CHASI work areas
  • Maintain oversight of our inventory, working in conjunction with the Facilities Manager to order supplies
  • Monitor performance of cleaning vendors through regular coordination with program areas services are provided in
Requirements
  • At least 4 years of experience in an executive assistant, office and facility management, or comparable role required
  • At least 2 years of experience supervising staff
  • Must be able to work effectively both independently and with others; must be able to manage multiple and overlapping projects
  • Excellent writing and computer skills, including proficiency with cloud-based MS applications, competency with new and emerging software applications, and experience with traditional computer and secretarial basics
  • Digital fluency with Microsoft applications, including Teams and SharePoint, ability to learn and help others with software programs, including internet navigation and Microsoft Office (Excel, Word, PowerPoint) proficiency required
  • Cultural competency and interest in health care equity, social justice, social media, and public health
  • Ability to keep sensitive information confidential and function with honesty and integrity
  • Must have excellent interpersonal skills and the ability to appropriately communicate with individuals at all professional levels; must be able to stay calm and communicate clearly in stressful situations
  • High attention to detail; strong reading comprehension and basic mathematical skills
  • Experience with project management preferred
What We Offer

Community Health Action of Staten Island is an equal opportunity employer and is committed to hiring and supporting a diverse staff. We offer a competitive salary and benefits package, including generous paid time off, medical, dental, and vision insurance, and a retirement plan with employer matching.

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