Executive Support Specialist

1 week ago

Albany, New York, United States Hope House, Inc. Full time
Job Overview

Hope House, Inc. is a renowned substance abuse treatment provider in the Greater Capital Region of New York. We are committed to saving lives, recovering hope, and restoring families affected by Substance Abuse Disorder.

About the Role

We are seeking a highly skilled Executive Administrative Assistant to provide administrative support to the President & CEO, Board of Directors, and other senior staff members.

Key Responsibilities:

  • Provide administrative support to the President & CEO, Board of Directors, and other senior staff members.
  • Organize and manage the calendar for board meetings, including preparations and reminders for participants as directed by the President & CEO.
  • Manage the President & CEO's calendar.
  • Draft and type various communications for the President & CEO, including memos, policies, and procedures.
  • Monitor and report weekly program bed census and daily client sign-in sheets across all programs.
  • Oversee Hope House's social media presence and maintain the organization's website.
  • Responsible for assisting with the coordination of annual fundraising events by attending meetings, tracking registrations, and managing payments.
  • Prepare accurate minutes for board meetings, executive committee meetings, and other assigned meetings.
  • Coordinate with program managers to transfer case records for discharged clients, ensuring proper organization and disposal of outdated materials.
  • Reception duties such as answering phone calls, directing visitors, and taking messages as needed.
  • Responsible for the management of administration mail.
  • Act as primary contact for the maintenance of postage machines.
  • Order supplies needed for the Administration Department.
  • Responsible for coordinating with shred bin company, ensuring shred bins are emptied on a regular basis.
  • Other duties as assigned.

Requirements

Education:

A minimum of a High School Diploma or GED is required. An Associate's or Bachelor's Degree in Business Administration or a related field is preferred.

Experience:

  • Proven experience as an administrative assistant, executive assistant, or in a similar role, typically 3-5 years.
  • Technical skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office software, experience with social media platforms and website management.
  • Excellent communication, time management, problem-solving, and organizational skills.
  • Understanding of and commitment to maintaining confidentiality, and a high level of professionalism.

Benefits

  • 11 paid holidays per calendar year.
  • Health, Vision, and Dental Insurance.
  • A generous employee contribution towards your benefits.
  • Benefit Buyout option if coverage is waived.
  • Company-funded Retirement Plan.
  • 401k option to further save for retirement.
  • Flexible Savings Account offering pretax savings advantage for your uncovered medical and child care expense.
  • Vacation, Personal, and Sick Time.
  • Company-funded life and short-term disability insurance.
  • Tuition Reimbursement Program.
  • 40% discounted tuition rate at Maria College.

Estimated Salary: $30/hour based on experience and qualifications.

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