BT Executive Assistant

Essential Duties:

To provide executive support for President/CEO Brazos Presbyterian Homes, Inc. as well as provides support for the Board of Trustees at Board Meetings.

• 1. Provide efficient office assistance as needed for the President, and Executive Director offices by managing day-to-day inquiries, mail, communication, and issues.
• 2. Manage the office of the President. Effectively manage tasks and projects assigned by the President, and Executive Director. Research, analyze data, and produce reports as required.
• 3. Effectively handle all types of communication including internal and external constituents; provide correspondence support. Meet with President, and Executive Director, regularly to discuss and follow up on communication and activities. Keep President informed of communication and activities handled in his/her absence.
• 4. Provide effective telecommunications support answering phones, taking messages, routing messages and request to the appropriate person timely and accurately. Accurately identify high priority callers and take immediate action to inform supervisor then properly manage routing of caller and/or messages to the appropriate individual.
• 5. Maintain database information for President’s contacts by updating contact files accurately and timely.
• 6. Exercise excellent discernment skills to identify, analyze, and determine effective management of all issues, concerns and day-to-day communication in office independently, one on one with President and as a team.
• 7. Manage accounting tasks for President, Executive Director, and Director of Development including processing invoices for payment, copying, and delivering to the Business Office.
• 8. Greet guests to President’s office; offer and provide refreshments.
• 9. Act as liaison between President and Executive Director, with residents and other personnel.
• 10. Effectively maintain record retention systems to include filing documents timely and accurately in appropriate locations. Create new labels and files as needed.
• 11. Maintain calendar for the President. Track appointments and other events.
• 12. Provide logistical support for all Presidents’ meetings.
• 13. Manage ordering floral arrangements for clients, donors, staff, and friends of BPHI for hospital stays, funeral services, etc. as directed.
• 14. Maintain compliance with all BPHI policies, procedures, and requirements. Maintain compliance with all state and federal laws and regulatory requirements.
• 15. Attend and participate in meetings and training as required.
• 16. Develop emerging leadership through professional growth and development.
• 17. Work successfully as part of a team and responsible for developing then maintaining strong working relationship with co-workers.
• 18. Perform general office tasks as required.
• 19. Perform special assignments, projects, and other duties as required.
• 20. Order and pick up name badges for new employees.
• 21. Maintain and manage office supply storage. Provide a weekly service of ordering to all employees at Brazos Towers at Bayou Manor.
• 22. Program key fobs and gate transmitters for new residents, employees, or re-issue for lost items.
• 23. Keep Petty Cash, allocate cash, keep accurate records, and reconcile receipts.
• 24. Complete and send disclosure statements to Texas Department of Insurance. (annually by April 1st)
• 25. Attend Board and Committee meetings, taking minutes, sending the committee chairman for approval or distribution.
• 26. Set up Zoom calls as requested.

1. Requires in-depth understanding of a comprehensive and current field of knowledge is normally associated with the attainment of a bachelor’s degree in a related field. Bachelor’s degree in a related field required. Minimum 4 years prior related experience supporting senior level management required.
2. Requires proficient ability to speak, read and write English professionally.
3. Requires excellent presentation skills.
4. Requires ability to communicate clearly and make self-understood effectively in face-to-face interactions; articulate with accurately to communicate using the telephone.